Administrative Assistant

The Crossroads Mall is searching for a proactive, organized, flexible, and friendly individual who will provide full administrative support to the mall management team. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.

Responsibilities include:

• Track and maintain Certificates of Insurances for tenants and events.
• Provide full administrative support, including phone, data entry, filing & distribution of correspondence.
• Schedule and coordinate meetings/special & tenant events as requested.
• Assist in lease administration activities, including tenant contacts & insurance information, certificate of occupancies, and utility transfers.
• Responsible for obtaining and filing emergency contact lists, issuing and , and other records pertinent to tenants and vendors.
• Manual Adjustment Forms – will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Requests (ie requested special services, keys).
• Maintains various logs and information pertaining to the building, equipment, services, tenants, and clients and advising management of actions needed.
• Ensure required property reports are prepared, accurate, and submitted in a timely manner.
• Order office supplies.
• Maintain knowledge of up-to-date industry standards and automation improvements for property management.
• Administrative duties including spell checking and proofreading all correspondence and reports, filing, maintaining up-to-date Tenant Contact Lists and Tenant lease files, purchasing and maintaining office supplies and equipment.
• Accurately prepare invoices to Tenants for Property Management’s approval.
• Assist in receivables collections and reports.
• Work with tenants and vendors to receive current and correct proof of insurance coverage, contractor's maintenance contracts and emergency contact lists.
• Performs and assists with marketing efforts including outreach marketing, reviews accuracy of websites.
• High focus on resident relations and communication
• Responsible for following up on applicable leasing paperwork as needed.
• Main point of contact for all property specific queries from a range of sources, both internal and external.
• Liaising with tenants to resolve property issues.
• Deals with Lease queries.
• Draft letters and keep files up to date.
• Update spreadsheets and track rental payments.
• Maintain the mall office upkeep and organization.
• Special projects and other responsibilities as assigned.

Skills and Qualifications:

• Experience in real estate/property management (not mandatory)
• Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and Adobe proficiency
• Regularly required to utilize vision abilities, allowing reading of printed material, graphics, and computer display.
• Ability to interpret a variety of instructions both written and orally.
• Customer service and interpersonal skills needed to meet with prospective and current tenants.
• Good verbal communication.
• Attention to detail to ensure applications are accurate and tenant issues or questions are adequately addressed.
• Organization and the ability to multitask efficiently.
• Problem-solving to find effective solutions for a variety of potential issues.
• Knowledge of rental contracts and property and anti-discrimination laws is a plus.
• Experience with basic A/P and A/R functions.
• Experience with Yardi and other property management software is a plus. High School Diploma or equivalent.
• Must be able to work Monday through Thursday, from 10 am and 4 pm.
• Ability to work as an effective team member in a fast-paced and multi-task environment.
• Effective and courteous verbal and written communication skills.
• Excellent prioritization and organizational skills.
• Must be customer service orientated with a positive work attitude.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Expected hours: 40.00 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off

Schedule:

• Day shift
• No nights
• No weekends

Experience:

• administrative assistant: 2 years (Preferred)

Work Location: In person

Salary : $18 - $20