Position Summary: The Administrative Assistant (AA) position is to assist with the day-to-day administrative functions of the Assistant Property Manager and Regional Property Manager to which he/she is assigned. The focus of the job is to support the Property Management team in all aspects of operations pertaining to the properties. The AA is the first point of contact between external customers/clients and the Property Management department.
ESSENTIAL JOB FUNCTIONS
Answer phones, check mail and manage the daily duties of the management office.
Prepares presentations, memorandums and tenant/vendor letters for management team.
Collect and maintain current Certificates of Insurance for vendors and tenants.
Collect and input monthly sales from tenants.
Manages and tracks all vendor contract expirations and on-going projects. Prepares the bid process and remits RFP’s to APM and Regional Property Manager for review and approval.
Responds to any general inquiries made through the website and management email inbox.
Coordinates vendor and tenant meetings for Property Management team and maintains calendar schedules.
Assist Property Management team in updating tenant, vendor and emergency contact lists.
Creates and maintains new tenant and vendor files.
Miscellaneous data entry for various projects.
Supports regional team members with various administrative tasks and ad-hoc projects.
Assume additional responsibilities and perform special projects as needed or directed.
Education & Experience:
Some College Required
1-3 years relevant experience
Proficient in Microsoft Office, including Word, Excel and Outlook.
Strong organizational skills.
Success in multi-tasking while maintaining a strong attention to detail and desire to perform projects and actions with the highest quality results.
Maintaining personal skills and establishing relationships in order to advance professional networks and facilitate communication both within and outside the company.
Excellent communication skills, both in written format and oral presentation.
Ability to prioritize, work under pressure and adhere to tight deadlines.
Demonstrated self-starter, able to work independently with minimal supervision.
Ability to be proactive and demonstrate initiative in projects and tasks.
High degree of integrity.
Strong financial skills
Strong focus on delivering results and providing exceptional tenant service
Limitations and Disclaimer: This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of Excel Trust. Since no position description can detail all the duties and responsibilities that may be required from time to time in the performance of a job, duties and responsibilities that may be inherent in a job, reasonably required for its performance, or required due to the changing nature of the job shall also be considered part of the jobholder’s responsibility. The Company remains an “At-Will” employer. All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities.
About ShopCore Properties
INNOVATIVE TEAM.INDUSTRY LEADER.COMMUNITY PARTNER.When you work at ShopCore, you work alongside some of the most talented and energetic individuals in the retail real estate industry. We know that our people are the true foundation for our success. Our employees collaborate and innovate at every level of the organization and are integral parts of the communities in which we operate.INNOVATIVE: We encourage creativity. Beyond incorporating best practices, we encourage our team to generate new ones.COLLABORATIVE: We believe the best organizations foster a culture of unity and openness, where good ideas are respected and considered no matter where they come from.PROFESSIONAL: We hold ourselves to the highest standards of professionalism and seek to be the partner-of-choice in the industry.RESULTS DRIVEN: We clearly define our objectives and pursue them with passion.RESPONSIBLE: We appreciate the central role our centers play in their communities; we respect our neighbors, tenants and the environment.