The Administrative Assistant assists in the day-to-day operations of the property. These duties include customary administrative support for the General Manager, Operations Manager, Marketing Manager, and Leasing Managers. The Administrative Assistant is a front-line ambassador for the following:
Essential Job Functions:
Customary administrative duties such as mail distribution, creating documents, copying, faxing, answering & directing calls, maintaining electronic and paper files.
Act as a liaison between tenants and property management, maintenance, HVAC, marketing, and housekeeping. Distribute information via email or phone as needed.
Assist the property Operations Manager, Marketing Manager, Maintenance Manager, and Security Team with tasks related to tenants.
Provide COI requirements for vendors, contractors, tenants; upon receipt verify insurance coverage is adequate.
Regularly update and maintain recordkeeping of tenant contact information and emergency contacts.
Maintain and update storage inventory log and ensure that renewal proposals are sent out prior to expiration in partnership with specialty leasing.
Maintain and update office occupancy records.
Maintain pertinent information and documentation for lease execution and move in requirements (i.e., business information, sign approval, first and last months rent, insurance certificates, etc.) and track for ongoing compliance.
Coordinate meeting room space and ensure they are clean and available for future meetings and maintain cleanliness of the office space.
Oversee office supplies and ensure that orders are made timely is accordance with the property policy.
Build strong professional relationships with center merchants.
Maintain and update various databases for the Property Management Team including, but no limited to Yardi, MacCentral, Docu-Sign, and Kipsu platforms.
Work with Accounts Payable and process invoices as needed.
Support Leasing Administration by preparing all welcome letters for new tenants and any additional correspondence including but not limited to the Retailer Handbook, default letters, possession of space, and maintenance of tenant files.
Work with the Security department in communication with visitor and contractor access needs for buildings and other property locations.
Review and research of all legal document and lease language for merchants.
Assist the Operations Manager with any new pre-construction meetings, including collection of CCR’s, COI, permits, contractor license, schedule and checks for fees.
Maintain vendor files (Landscaping, Fire Alarm, Parking Lot Sweeping, etc.,).
Coordinate tenant work with cranes; proper COI’s for crane and vendor communication.
Support Marketing in event initiatives and execution.
Act as the local contact for Human Resources in ensuring that benefits paperwork is distributed and returned to the corporate office in a timely fashion.
Attend all mandatory meetings and emergency trainings.
Flexibility of schedule for evening and weekend hours for special events as requested.
All other duties as assigned.
High School diploma or equivalent.
Minimum 5 years administrative experience.
Experience in commercial real estate administration preferred.
Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook.
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.
Macerich, an S&P 500 company, is a fully integrated self-managed and self-administered real estate investment trust, which focuses on the acquisition, leasing, management, development and
redevelopment of regional malls throughout the United States (NYSE:MAC).