Job Posting

Marketing Administrative Assistant, Galleria, Dallas, TX

Overview

Title: Marketing Administrative Assistant,  Galleria, Dallas, TX

Compensation: TBD

Reports to:  Marketing Director, Galleria, Dallas, TX

PURPOSE:

Do you enjoy working with people and organizing details?  If you have the heart of a marketer with a few years of experience, we are looking for you!  The Marketing Administrative Assistant (MA) position at Galleria Dallas performs administrative functions of a diversified nature to support marketing department initiatives.

  • He/she assists in administrative tasks as marketing programs/events are planned, implemented and analyzed, along with retailer communication for promotional participation, merchant meetings, and other marketing-related programs focused on achieving department goals.
  • The MA manages timely processing of invoices, department filing, meeting notes, vendor and media relations, updating of retailer contacts, in-center directional/advertising signage programs, website/social media postings and publicity documentation.
  • He/She provides receptionist back-up coverage and must possess a cheerful smile and excellent customer service skills.
  • The MA must retain and share knowledge of the center common area usage policies/procedures, as well as provide administrative assistance for tourism and leasing support programs.
  • The MA also screens inquiries and requests from tenants, vendors, and the public, and responds to or resolves problems as qualified and/or directed by his/her supervisor and/or the General Manager.
  • He/She reports to the Director of Marketing and Partnerships and provides support to the Associate Director of Marketing and the Concierge+ team.

 

Qualifications:

  • Two to four years administrative experience in a fast-paced environment
  • Marketing department support experience preferred
  • Strong working knowledge of Microsoft Word, Excel, Access and PowerPoint.
  • Effective communication (verbal/written), organizational and interpersonal skills
  • Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants, and co-workers
  • Ability to prioritize, coordinate, multi-task, and demonstrate initiative
  • Work well independently and as a valued team player
  • Ability to successfully collaborate with field and corporate team members as needed
  • Must be flexible on work hours during key retail seasons and events (includes weekends and holidays)

This position is 85% administrative and 15% event/promotional

Interested candidates should submit their resume to GalleriaJobs@trademarkproperty.com.

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Portfolio Assistant - Fort Worth, TX

Title: Portfolio Assistant
Reports to: Senior Manager – Portfolio

Job Description

The Portfolio Assistant is responsible for administrative assistance to the Property Management team, which includes the following positions: EVP – Portfolio, SVP – Property Management, Senior Manager – Portfolio, two Property Managers, and an Operations Maintenance Manager. This position also provides travel and expense report assistance to the Asset Management team.

Specific Areas of Responsibility

  • Code and enter weekly property invoices into system;
  • Manage database of tenant and vendor insurance certificates of insurance (COIs) to ensure that certificates are up to date and compliant;
  • Enter monthly utility data into Energy Star Portfolio Manager;
  • Monthly property credit card reconciliation, including creating invoice and backup for all purchases;
  • Monthly Sales Reports: retrieve sales data and enter data into spreadsheet;
  • Prepare tenant default notices (as needed);
  • Schedule/track roof leak repairs (as needed);
  • Update Property & Vendor Contact Information (as changes occur);
  • Check departmental mail daily, and send any checks to the appropriate Lockbox;
  • Enter tenant contact data into requested format for annual tenant satisfaction survey;
  • Assist property management group with the day-to-day operations and tenant relations through the coordination of tenant requests and administration of maintenance services;
  • Communicate with tenants regarding any facility work being done on premise (as needed);
  • Call utilities for disconnection/late notice (as needed);
  • Assist with preparation of annual tenant escalation and reconciliation letters;
  • Review monthly water sub-meter report and make list of tenants that are overdue for Property Manager review;
  • Update any new remit address/emails in Yardi accounting system (as needed);
  • Administrative assistance with annual 380 Agreement submission (currently 2 properties);
  • Submit tenant issues/concerns from tenant/guest report to security company;
  • Review and save daily parking management log, update master parking spreadsheet for new/inactive employees, and send quarterly email to tenants to update the employee parking spreadsheet (1 property);
  • Community space reservations: input into shared calendar, communicate with party regarding payment, and work with on-site team regarding any event-specific needs;
  • Prepare and send quarterly tenant billback invoices for non-recurring charges only;
  • Assist with property transitions/on-boarding of new tenants and vendors;

C-Level Executive (EVP) Assistance

  • Assure contracts needing execution are signed and returned;
  • Prepare EVP expense reports;
  • Review for compliance and approve expense reports for EVP’s employees;
  • Approve and calendar EVP’s and EVP’s employee’s PTO Requests;
  • Assist in gathering of reporting metrics for the monthly Portfolio Project Review Meeting;
  • Prepare monthly Portfolio Leadership Meeting agenda and take notes/follow up on action items;
  • Save Quarterly Property Inspections in Box – and follow up with team on any late submissions;
  • Coordinate details related to EVP Portfolio’s Annual Performance Reviews across the TDMK portfolio;
  • Coordinate travel details and calendar for EVP – Portfolio;
  • Manage EVP-Portfolio Management’s calendar and meetings, to include proactively scheduling client/partner meetings.  Also track number and dates of property visits to ensure each project is seen at least 2x per year;
  • Plan annual Portfolio Management Meeting (organize agenda, reserve hotel block, book meeting room, group transportation, and group restaurant reservations);

Portfolio Duties

  • Prepare monthly General Manager Meeting agenda, collect information from Manager’s for meeting PowerPoint, and manage screenshare during the meeting;
  • During new property transition, create UPS labels and mail tenant notification letters, following up on any returned letters (as needed);

ESG Duties

  • Collect and save portfolio utility bills in Box;
  • Create new Energy Star Portfolio Manager accounts, including initial set up of meters and initial download of utility data (as needed);
  • Train new property employees on how to enter Energy Star utility data (as eneded);

Asset Management Team

  • Assistance with booking travel and completing expense reports for Asset Management Team;

Miscellaneous

  • Provide administrative support for Asset Management team for adhoc/special projects as needed;
  • All other projects as needed and assigned by portfolio group.

Qualifications/Experience

  • Bachelor’s degree preferred and 3 to 5 years’ previous Administrative Assistant experience, including real estate experience and working with tenant leases (commercial real estate preferred);
  • Candidate must have advanced Microsoft Office skills;
  • Candidate should desire a flexible work environment and be willing to assist other departments as needed.

Competencies

  • Customer focused oral and written communication skills;
  • Priority setting, decisiveness, organization and time-management skills;
  • Excellent customer service skills and professional demeanor;
  • Organization, planning and problem-solving skills required;
  • Strong attention to detail;
  • Reliability;
  • Great communication skills and comfortable having challenging conversations with tenants or vendors.

 

Qualified candidates please submit resume to Sarah Jung at sjung@trademarkproperty.com

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Concierge and Curbside Services – Galleria Dallas

Title: Concierge and Curbside Services – Galleria Dallas

Reports to: Concierge Manager – Galleria Dallas

Position Details: Part Time


Description Overview:

This is part-time position varying from 15-25 hours a week dependent upon business needs and availability.

The ideal candidate will understand the importance and value of providing unparalleled customer service and be able to deliver an elevated experience to our guests and tenants. The candidate will possess in-depth knowledge of the local Dallas area and surrounding cities, be informed about nearby entertainment and event venues, and take delight in assisting a high volume of guests daily. A successful candidate will thrive in a fast-paced, high energy and customer-centric environment and understand the worth of superb customer service with excellent communication (written and verbal) skills. Bilingual is a plus.

We are in search of an experienced, motivated, and professional Concierge, who we refer to as Ambassadors, to manage all guest services which can include but are not limited to assisting with VIP events, delivering guest purchases to their vehicle, luggage and baggage storage, guest directions and walking them to their destination, renting complimentary strollers and wheelchairs, Concierge services on-the-go, and either coordinating curbside orders or picking up and delivering items to Curbside Services.

We are looking for an energetic, flexible candidate who can cross-train between the Concierge Guest Services role which requires store and local attraction knowledge and the Curbside Services role which requires athleticism and stamina with the ability to stand on your feet and move quickly to retrieve and deliver items to the guest.

RESPONSIBILITIES:

  • Ideal candidate will have a positive and professional upbeat personality with the desire to deliver outstanding customer service to our guests.
  • Understand customer’s needs and provide them with personalized solutions by suggesting activities and facilities provided by our tenants.
  • Works closely with other employees in a supportive and flexible manner, focusing on the overall success of the property and the complete satisfaction of the guests.
  • Greets guests at the Concierge desk with a welcoming smile and enthusiasm. Is sure to stay attentive of guests walking by and is always prepared to provide immediate assistance.
  • Engage each guest as a unique individual and listen attentively to their requests.
  • Acquire extensive knowledge of the premises and the nearby venues and businesses to make the most suitable recommendations.
  • Assist with dining, shopping and entertainment options. This includes but is not limited to making reservations, providing directional assistance and helping book tickets.
  • Assist with the execution of marketing and tenant events.
  • Ambassador must be able to speak accurately about the concierge amenities and services in a professional manner.
  • Able to execute the gift card program while adhering to all policy and procedures with accuracy.
  • Able to escort guests around property through the best route and with pleasant conversation.
  • Assist with miscellaneous duties and responsibilities as may be assigned from time to time.
  • Complete all duties on daily shift checklist and inform department manager if any items were incomplete.
  • Attend and contribute to all training sessions and meetings as required.
  • Curbside Coordinator is the first and last impression with the Curbside guest.
  • Curbside Coordinator will warmly greet the guest, retrieve all necessary details about the order, assign the Curbside runner to the designated store, enter all details electronically, confirm items have been delivered into the vehicle by the runner, and deliver a fond farewell to the guest.
  • Curbside Services Delivery person will be agile and quick to maneuver through the building.
  • Curbside Services Delivery person will electronically retrieve order information from Coordinator to pick up items from store to then swiftly maneuver through the building to the designated Curbside location to carefully place item in guest’s vehicle following the Coordinator’s instructions.
  • Curbside Services Delivery person will partner with the retailers/tenants when retrieving the items.
  • Curbside Services Delivery person will be able to professionally explain the program to guest’s inquiring while on their routes.

 

QUALIFICATIONS AND SKILLS:

  • Minimum of 5+ years of client-facing experience
  • Experience in customer service, live entertainment, hospitality including restaurants/hotels, delivery services, valet, or related role is preferred.
  • Polite, friendly, and self-assured attitude
  • Skills in multitasking and good time-management
  • Aptitude in resolving issues with a customer focused orientation.
  • Strong competence in Mac OS or Window OS
  • Proficiency in English is required; multilingual is strongly preferred but not required
  • Knowledge of local attractions and destinations
  • Excellent organization and prioritization skills
  • Able to stand for an extended period of time and walk long distances.
  • Must be able to work a flexible schedule- including mornings, mid-day, nights, weekends and holidays.
  • Must be able to lift up to 40 pounds.

Resumes should be sent to mjannetto@trademarkproperty.com.

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Specialty Leasing Representative - North Point Mall, Alpharetta, GA

Title: Specialty Leasing Representative  – North Point Mall, Alpharetta, GA

Compensation:  Based on Experience and Qualifications

Reports to:  General Manager – North Point Mall, Alpharetta, GA

 

Overview

Are you passionate about the shopping center industry and new business concepts? We are looking for someone that is willing to push the envelope of traditional retail to identify unique concepts that will enhance the overall shopping experience for our customers.

North Point Mall   has immediate opening for a Specialty Leasing Representative (SLR). The SLR will be responsible for enhancing the value of the center through short-term leasing of temporary space for carts. kiosks, in-line stores and non-traditional uses such as parking lot and pop-up events. This role will also be responsible for canvassing to identify and negotiate new partnerships that generate alternative income with the center’s advertising program and seek property wide sponsorships.

 

Primary Responsibilities

  • Achieving Specialty Leasing income goals established. Working with the mall team in preparing the Specialty Leasing budget and business plan.
  • Canvas region to find and develop new retail concepts for the centers and works to expand their retail operations.
  • Ensure that specialty leasing retailers enhance the appearance and values of the shopping center and company visual merchandising requirements and standards of professionalism.
  • Keep abreast of competitive Specialty Leasing trends industry/region areas and the areas of the center.
  • Monitor year to date progress, trouble shoot, identifies problems, and works to develop solutions.
  • Monitor rent collections, visual merchandising, and problem tenants as needed.
  • Attend appropriate seminars, conventions, trainings, and meetings.
  • Communicate all deals and leasing activity with Senior Management and Leasing Department.
  • Responsible for marketing and selling the assets of the center to consumers, advertisers, marketing companies, and the surrounding business community
  • Identify and negotiate new opportunities that generate activity to meet/exceed income objectives.
  • Identifying, creating, and selling revenue opportunities through strategic positioning of the property’s media assets, sponsorships and programming
  • Identifying prospective clients in local markets through cold calling, canvassing, and networking
  • Cultivating solid on-going relationships with partners and sponsors to address performance, execution, and future growth potential

 

The Candidate

  • Minimum of 3+ years’ experience in sales or commercial real estate preferred (shopping center experience is preferred)
  • Ability to appropriately and effectively manage and competing priorities
  • Strong attention to detail
  • Ability to work independently combined with a strong collaborative style of communication
  • Experience in managing budgets
  • Resourcefulness, creativity and a well-developed awareness of design principles
  • Some overnight travel may be required
  • Must have strong computer skills, with experience in Outlook, Excel, MS Word and PowerPoint
  • Excellent interpersonal and communication skills (written and verbal). Selling and negotiation skills with the ability to use tact and diplomacy when interacting with others.
  • Strong analytical skills
  • Strong interpersonal and problem-solving skills
  • Self-starter with strong organizational, planning and time management skills
  • Above all, the candidate must possess a positive, professional approach, strong emphasis on excellent customer satisfaction and a desire to contribute to a successful team.
  • Ability to communicate with and make presentations to retailers, leasing, event, and sponsorship prospects.

 

INTERESTED APPLICANTS SHOULD SEND RESUMES TO

NorthPointJobs@trademarkproperty.com

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