The Administrative Assistant for Specialty Leasing is responsible for providing support to the Specialty Leasing team at Deptford Mall and Fashion District Philadelphia.
Essential Job Functions:
Field incoming phone calls, regarding Specialty Leasing.
Manage day to day interactions with tenants. Qualify walk in Specialty leasing prospects.
Process Specialty Lease Agreements through CRM and track and move agreements forward in CRM as directed
Maintain current spreadsheets for tenant contacts, sales, rents and violation history
Track common area space and inventory availability as requested
Maintain computer-generated system of prospecting contacts and Temporary Tenants in the program
Work with Specialty Leasing Manager in the design and preparation of regular and on-demand reports, to include canvassing report, variance forecasts, leasing and pipeline reports, as well as direct requests for associated data
Maintain current inventory list of all cart/RMU fixtures; order supplies as necessary
Maintain correspondence and documentation for Specialty Leasing program in an organized manner. Document program activities appropriately to include noteworthy information (i.e., possession dates, opening/closing of tenants, etc.). Process all information and correspondence daily, to include filing and distributing to the appropriate personnel
Perform document production and distribution, occasional power point presentations answering and directing calls, and maintaining electronic and paper files
Obtain all pertinent information and documentation for lease execution and move-in requirements (i.e., business information, sign approval, first and last month's rent, insurance certificates, etc.) and track for on-going compliance
Collect monthly sales reports of all Temporary Tenants, input all sales into Oracle, and update Monthly Sales Summary worksheets
Follow through with sending violation letters to Temporary Tenants who are non-compliant with the lease requirements and Operating Rules
Follow through with delinquency collections by contacting Temporary Tenants who are delinquent with rent and/or percentage rent obligations
Reconcile P-Card Expenses, generate and submit mileage expenses for the Specialty Leasing Managers
Schedule appointments/meetings and make travel arrangements if necessary
Process scan, mail, overnight packages and track delivery to destination
Maintain calendar for Specialty Leasing Manager
Input work orders as needed in preparation for space and cart turnover;
All other duties as assigned
Requirements and Qualifications:
Minimum 2 years' experience as an administrative assistant
High School Diploma or GED
Advanced computer skills to include Excel & Word. PowerPoint and Adobe Acrobat or Nuance desired
All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.