Administrator, Office

Job Location:

South Shore Plaza

PRIMARY PURPOSE:

This position serves as office manager of all administrative support positions at the mall and is responsible to provide ongoing support to the mall management staff, as determined and as assigned by the General Manager. The majority of tasks require independent planning and prioritization. The Office Administrator must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.

PRINCIPAL RESPONSIBILITIES:

The successful candidate's responsibilities will include, but not be limited to:

• Administrative support for property financial cycle as relates to Accounts Payable and Accounts Receivable, procurement card, procurement to pay, petty cash, property budget, CTI, contract preparation, bank reconciliation no longer required, performed by HO gift cards, promotional and media funds

• Support and administration of marketing events, promotions, sponsorships, Kidgits Program, collateral management, and proof of performance

• Coordination and support with short term leasing agreements, tracking and reviewing milestones of lease agreements and updating as needed in SLIM or One World. Assist with obtaining and processing monthly rent, tenant sales, and overage rent

• Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, preparation of customer complaint responses, keep vehicle titles and auto insurance current, draft documents and reports for management, and provide Mall Management with updates of Company Policies and Procedures

• Process required documents and procedures for new hires, terminations, promotions, changes of address, and other personnel status changes, as needed

• Prepare payroll and time entry into the PeopleSoft system and obtaining approval of the Mall Manager for each payroll time period

• Assist with hiring and training of Administrative Assistant and/or Receptionist position(s) as well as contributing to their performance evaluation

• Coordinate all tasks with Administrative Staff to ensure that all departments are supported and all work is completed correctly and in a timely manner

• Provide general administrative support and projects as directed

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent. Some college or professional school preferred

• 3-5 years administrative office experience (office management preferred) in a fast paced environment

• Supervisory and coaching skills with the ability to delegate tasks

• Knowledge of administrative procedures, customer service principles and practices

• Aptitude for understanding financial reports and extracting information

• Strong working knowledge of various computer software such as Microsoft Office, JD Edwards, OneWorld, and Web based input software

• Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants and co-workers

• Effective verbal and written communication

• Strong organizational and interpersonal skills with attention to detail

• Ability to prioritize, coordinate, multi-task and demonstrate initiative