What are the responsibilities and job description for the Administrative Property Assistant position at Taubman?
It’s love. Not work.
Taubman might be a real estate investment trust, but it’s so much more to its talented team. It’s a place where careers start, and last, for those who love retail, thrive on winning and want to push the envelope -- daily.
Our connection to our values last longer than a trip through the lobby where they are showcased. We embody them. They are our north star when things are great, when things are crazy and when we need to re-center ourselves in our work.
At TAUBMAN, we believe with every fiber of our being that the right team can achieve anything. We know we are expected to bring it – and we do. So, whether it’s an opportunity in leasing, marketing, accounting, finance or another area that brings you here, if you respond to what we’re saying, we’d love to hear from you….
Just remember at Taubman, its love, not work.
We have an exciting opportunity for an Administrative Property Assistant
In this role, you will work under the supervision of the Property Operations Lead to provide administrative support to the shopping center office. Additionally, you will perform basic accounting functions primarily including accounts payable.
Your day-to-day responsibilities will include…
- Perform basic accounting functions including:
- Direct responsibility for accuracy of all accounting entries, financial reconciliations and cash management
- Enter approved invoices into the accounts payable system
- Maintain local petty cash funds, reconcile accounts, and replenish funds.
- Maintain a spreadsheet for all center credit card purchases. Replenish funds to the credit card bank account on a monthly basis and complete monthly reconciliation.
- Create assigned invoices and track payments
- Generate timely (day of) tenant open and close notifications and maintain the photographic database of the open and closed stores. This often includes going to the space and taking photos, then uploading them to a shared drive.
- Open and distribute all incoming mail and facilitate all outgoing mail (overnight, etc.).
- Responsible for most of the administrative functions within the property management office. This may include maintaining inventory and ordering office and kitchen supplies as needed; booking schedules for the community room, conference room and leasing offices; coordinating food and/or catering orders for company meetings/ events; and answering phones and directing calls.
- Maintain accurate and complete department files and records, all tenant files and records, and create new tenant files for tenants that will be opening soon in accordance with Taubman records retention requirements.
- Support all programs initiated by other departments within the organization (i.e. Marketing, Security, Customer Service, Leasing, Specialty Leasing, SP&D, etc.).
- Serve as one of the primary contacts for tenants and customers who come to the Management Office with an inquiry. Serve as the “face” of the management team in conversations with any tenant, contractor and/or customer.
- Maintain the Mailbox key Program.
- Responsible for coordinating Shred It pickups and invoice processing.
- Maintain the Charitable Contribution Program.
- Additional tasks as assigned.
The ideal candidate will have…
- Proficiency in Microsoft Word and Excel, as well as experience with financial management software
- Knowledge of generally accepted accounting principles
- High school diploma or equivalent required
- Associates Degree in a related field preferred, or equivalent education and experience
- Enthusiasm for the job and working with a great team!
Essential Physical Requirements/Working Environment
- Ability to use a computer for long periods of time
- Must be able to sit for extended periods of time
- Ability to handle documents and files
- Ability to work well with others
- Must be able to work under short-term deadlines and work under stress
- Must be able to occasionally lift up to 10 pounds
- Must be able to navigate the shopping center
Our employees thrive with a rewarding work environment, competitive pay and outstanding benefits!
