Business Admin

Job Description 

Job Title: Business Administrator 

Department: Property Management 

Reports To: General Manager 

FLSA Classification:Non-Exempt 

Summary  

The Business Administrator provides administrative support to the corporate & field management team as needed.  

Essential Duties & Responsibilities  

• Maintains a current and up-to-date insurance certificate for each Tenant, Licensee, Vendor, and Contractor & promptly follows up with Tenants/Vendors when certificates are expiring. Updates a tracking file to ensure all insurance certificates have been acquired & are active. 
• Assists the Director of Business Administration with the preparation of all materials needed for the procurement of goods & services.
• Track the process of Authorization Memos and Document Authorization Forms with direction from the Director of Business Administration, ensuring all approval processes are completed promptly.
• Route execution documents to the necessary departments and track all deliverables needed for tenants to be open and operating. 
• Facilitates badge access for necessary personnel/tenants/vendors by preparing all application documents needed, tracking renewals/expirations, and executing new badges when needed. 
• Maintains a current and up-to-date Tenant Contact List in Yardi and acts as their first point of contact, mitigating any minor issues they have.
• Assists the Director of Business Administration with the preparation of RFP submissions, any checklist items that need to be completed, etc., as needed within the scope. 
• Review the rent roll monthly with the General Manager and Director of Business Administration to ensure all data is correct and notify the Remote Business Management team of any needed updates. 
• Assists event management with Holiday locations & events throughout the year on an as-needed basis based upon the direction of the Director of Business Administration. 
• Develops and continually fosters relationships with tenant contacts for billing, payments, and reporting purposes.
• Assist outreach to tenants to send formal correspondence, memos, letters, and other such notifications to Tenants/Vendors. This includes defaults, tenant statements, legal notices, and any other formal documentation. 
• Aids the Remote Business Management team in acquiring invoices and the actions of processing any payables needing on-site communication. 
• Assists with collection & entry of sales for all tenants and handles any questions with insurance.
• Greets visitors, customers, tenants, and vendors with screening, handling, or directing them to the appropriate area or person.
• Communicate issues or problems to the appropriate person for resolution.
• Answers and screens management office telephone calls, routing appropriately.
• Composes routine correspondence via email and physical mail.
• Routes incoming mail to the appropriate department.  
• Orders & maintains supplies and arranges for equipment maintenance.
• Work with the facilities team, coordinating any work that needs to be completed in a space or with a tenant within the mall with direction from the Director of Business Administration. 
• Other duties as assigned.

Qualification Requirements 

Education and/or Experience 

• Associate degree or two years related experience and/or training; or equivalent combination of education and experience.  
• Entry level administrative/office experience ability to work in a fast-paced environment a plus.

Knowledge/Skills 

• Strong interpersonal skills, strong written and oral communications skills, and the ability to handle multiple tasks.  
• Strong independent problem-solving skills.
• Proficient in computer usage, and the ability to easily develop proficiency in all software utilized or introduced for use by individuals in this position.  Intermediate to expert knowledge of Word, Excel and data entry skills.
• Social Media skills in Facebook, Twitter, maintenance of websites and other social platforms a plus.
• Experience with Yardi Voyager a plus. 
• Demonstrated ability to multi-task, prioritize and meet deadlines.
• Strong organizational skills.
• Ability to read and write English fluently, proficiency in other languages a plus.
• Ability to work within a team and with a variety of personality types.
• Ability to interact effectively with all levels of management.
• Demonstrated self-starter, exhibiting initiative, confidence, professionalism, and maturity.
• Good judgment and continual attention to detail.
• Dependable and flexible.
• Ability to occasionally work nights, weekends or holidays if requested.

Physical Demands 

• The following are the physical requirements required to be performed with or without reasonable accommodations. Mobility:
  • Ability to move around within the office and other areas.
  • Standing or sitting for extended periods, as needed. 
  • Ability to bend, stoop, climb and reach, as needed.
• Manual Dexterity:
  • Capability to operate office equipment, including, but not limited to, computers, printers, fax machine, postage machine, phones, and radios.
  • Ability to handle and manipulate paperwork, files, and office supplies.
  • Ability to use a keyboard, mouse, and telephone/radio for extended periods of time. 
• Vision:
  • Clear vision to read and review documents, emails, and other communication materials.
  • Ability to operate a computer, phone, and other electronic devices.
• Hearing:
  • Ability to hear and understand verbal communication in person, over the phone, and during meetings.
• Communication:
  • Effective verbal and written communication skills to interact with management, team members, visitors, and vendors in-person, electronically and virtually. 
• Lifting and Carrying:
  • Capability to lift and carry office supplies, boxes, deliveries, or other materials, typically up to 20 pounds.

Disclaimer: This job description is not all inclusive. Other duties and responsibilities may be required.   

EEO Statement: Spinoso Realty Group is an equal opportunity employer and is committed to providing a work environment that is free from discrimination and harassment. We value diversity and inclusion and believe that a diverse workforce enhances our ability to provide innovative solutions to our customers. We comply with the Americans with Disabilities Act (ADA) and will provide reasonable accommodations for qualified individuals with disabilities throughout the recruitment process. If you require accommodations for any part of the application and hiring process, please notify the Human Resources Department at abinaxas@spinosoreg.com. Reasonable accommodations will be determined on a case-by-case basis. It is the responsibility of the applicant to inform Spinoso Realty Group of any necessary accommodations needed during the recruitment process. Spinoso Realty Group will work with the applicant to assess the specific requirements and provide reasonable accommodations accordingly. Spinoso Realty Group is committed to ensuring that our workplace is accessible to individuals with disabilities. If you need assistance or an accommodation to perform the essential functions of the job, please let us know.