Office Coordinator

The Office Coordinator provides support to the mall management team as well as the corporate office, including management, operations, marketing, specialty leasing and the leasing manager. 

Essential Duties & Responsibilities 

• Greets visitors, customers, tenants, and vendors; screening, handling, or directing them to the appropriate area or person as needed.
• Communicates issues or problems to the appropriate person for resolution.
• Answers and screens management office telephone calls; routes appropriately
• Composes and types of routine correspondence
• Organizes and maintains the file system and files correspondence and other records.
• Coordinates the manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations as needed.
• Routes incoming mail to the appropriate people        
• Prepares outgoing mail and correspondence, including e-mails and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Maintains a current and up-to-date Tenant Contact List in Yardi
• Maintains a current and up-to-date insurance certificate for each Tenant, Licensee, Vendor and Contractor
• Assists in answering questions to facilitate the completion of required mall reports, including data and information gathering, formatting, or proofing. 

• Assist corporate team with data entry to maintain integrity of Yardi database. 
  1. As directed by the General Manager, prepare new vendor set up (or changes for existing vendors), and promptly collect vendors’ completed W-9’s 
  2. Review invoices received through AvidXChange workflow for accuracy and ensure appropriate discounts are applied, as well as correct coding assigned to appropriate expense accounts. 
  3. Update P-Card log and e-mail to the General Manager and P-Card Administrator (Corporate AP Specialist) for review and payment
• Assist corporate team with collecting outstanding balances for tenants at the property. 
  1. Review cash receipts on the bank’s on-line portal and apply to tenant ledgers in Yardi.  
  2. Review Yardi tenant ledgers/AR reports to ensure that monthly recurring and annually adjusted charges are consistent with leases/licenses. 
  3. Work with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary including any adjustments for utilities, bankruptcies, or write-offs.
  4. Provide support and data to Corporate Accounting team to facilitate preparation of monthly accounting entries.
  5. Make direct contact with tenants via e-mail or phone regarding outstanding balances; prepare any notices required by the lease and provide documentation such as tenant history reports to resolve any questions; update the tenant aging report with comments regarding collections.
  6. Collect tenant sales reports and enter sales data into Yardi database.
  7. Assist the General Manager with monthly reviews of Rent Roll and other reports as needed and provide Corporate Lease Administrator with information necessary to address discrepancies.
  8. Make bank deposits promptly for all checks received in the mall office.
• Perform other duties as assigned.
  1. Maintain Client confidence and protect operations by keeping financial information confidential.
  2. Maintain positive relationships with clients and tenants.
  3. If the property sells gift cards or other goods/services, provide support to Corporate AP Specialist to manage and reconcile bank accounts.
  4. Assist Specialty Leasing with Lease Plan updates and Holiday locations.
  5. Provide data/information/support to the Corporate Accounting department when necessary for ad hoc reporting requirements.

Education & Experience Requirements

Knowledge & Skills Requirements

• Strong interpersonal skills, strong written and verbal communication skills, and the ability to handle multiple tasks.
• 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 including Facebook, Twitter and maintenance of websites and other social platforms are 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.
• Well-developed interpersonal and communication skills
• Demonstrated self-initiative, 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 Requirements

The following are the physical requirements required to be performed with or without reasonable accommodation.

• Mobility:
  • Ability to move around within the office and other areas of the mall.
  • Walking or standing 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.
• Vision:
  • Clear vision to read and review documents, emails, and other communication materials.
  • Ability to operate a computer 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, or other materials, typically up to 20 pounds.
• Sitting:
  • Prolonged periods of sitting while working at a desk or during meetings.
• Stamina:
  • Endurance to handle the demands of a fast-paced environment and the ability to manage multiple tasks.

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 accommodation will be determined on a case-by-case basis. It is the responsibility of the applicant to inform Spinoso Realty Group of any necessary accommodation needed during the recruitment process. Spinoso Realty Group will work with the applicant to assess the specific requirements and provide reasonable accommodation accordingly. Spinoso Realty Group is committed to ensuring that our workplace is accessible to individuals with disabilities. If you need assistance or accommodation to perform the essential functions of the job, please let us know.