Administrative Assistant - Paddock Mall
- Greets visitors, directs to appropriate area or person.
- Answers and screens management office telephone calls, arranges conference calls, and facilitates phone outgoing message updates (hours of operation changes, holiday greetings, etc.).
- Reads and routes incoming mail, composes, prepares and maintains correspondence, files (electronic and hardcopy), prepares outgoing mail and correspondence, including e-mail and faxes.
- Provides support to the Mall Management Team.
- Executes Timekeeping duties for the team.
- Facilitates issuance of licensee violation fees (open early closing/late opening, trash, hawking, signage, etc.).
- Forwards all bank receipts, Payplus invoices, and UTL invoices to AP Analyst (Accounting Services).
- Forwards certificates of insurance to Lease Maintenance (Operations Services).
- Submits batch scan to Lease Operations (Operations Services).
- Prepares back-up documentation as needed for tenant suits, submit to Legal Collections (Corporate).
- Verifies coverage of insurance (vendors).
- Collects/retains proof of insurance from entities performing work at property. Ensures purchasing card receipt coordination (verifying/transmitting per spreadsheet).
- Coordinates manager’s schedule and makes appointments, arranges and coordinates travel schedules and reservations, coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
- Orders and maintains supplies, postage, and arranges for equipment maintenance as needed.
- Provides assistance with billing, payment and other financial processes, communicates with Operations Services.
- Prepares miscellaneous construction invoices (hot work permits, sprinkler drain down fees, etc.).
- Provides Specialty Leasing & Advertising Initial Deal Flow Support.
- Serves as backup to Shared Services for Sales/Rent collection information.
- Conducts research, compiles and prepares statistical or other reports.
- Performs other duties as assigned.
- Associates degree (business admin is a plus) or four years related experience and/or training; equivalent combination of education and experience (1 year of education= 2 years' experience) may be considered.
- The ideal candidate will possess the following characteristics: attention to detail, team player, strong communication skills, ability to work under pressure and meet deadlines, goal oriented and a self-starter.
- Ability to read, write, interpret and analyze documents such as leases, contracts, operating and maintenance instructions, and procedure manuals.
- Excellent communication skills, including ability to speak effectively with shoppers and tenants as well as CBL team members.
- Proficiency in Word, Excel, PowerPoint and Outlook. Knowledge of Ayuda, Yardi Commercial Property Management or JD Edwards systems is a plus.
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