Job Posting

Overview

The ideal candidate would be enthusiastic, energetic, welcoming, and able to adapt quickly to changing situations. Main job functions would include greeting visitors and directing them appropriately; answering and managing telephone calls, routing mail, and organize office operations to support the management team.

Essential Duties and Responsibilities:

• Greets visitors, directs to appropriate area or person.
• Answers and screens management office telephone calls, arranges conference calls, and facilitates phone outgoing message updates (hours of operation changes, holiday greetings, etc.).
• Reads and routes incoming mail, composes, prepares and maintains correspondence, files (electronic and hardcopy), prepares outgoing mail and correspondence, including e-mail and faxes.
• Organizes Office Operations and administratively supports team members in various aspects as requested

Specifically, the Office Manager does the following:

• Provides support to the Center’s Management Team.
• Collects tenant sales figures and accurately and timely enters system.
• Monitors accounts payable invoices and enters accurately and timely into system.
• Fosters good tenant, visitor, and vendor relations
• Exhibits ownership mentality by supporting on-site and corporate team member projects.
• Executes Timekeeping duties for the team and is the resident expert in this policy area
• Facilitates issuance of licensee violation fees (open early closing/late opening, trash, hawking, signage, etc.).
• Collects certificates of insurance for tenants and verifies tenant coverage levels met.
• Retains proof of insurance from vendors and entities performing work at property.
• Ensures purchasing card receipt coordination (verifying/transmitting per spreadsheet).
• Coordinates manager’s schedule and arranges appointments, coordinates travel schedules and reservations, coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• Works closely with Marketing Director and Property Management Specialist to provide event planning support
• Maintains supplies, postage, and arranges for equipment maintenance as needed.
• Provides operational support by acting as vendor liaison.
• Provides assistance with billing, payment and other financial processes while working closely with Property Accountant.
• Prepares miscellaneous tenant billbacks as requested by General Manager.
• Provides assistance in Specialty Retail coordination.
• Conducts research, compiles and prepares statistical or other reports.
• Performs other duties as assigned.

Qualifications:

• Associates degree (business admin is a plus) or four years related experience and/or training; equivalent combination of education and experience (1 year of education= 2 years’ experience) may be considered.
• The ideal candidate will possess the following characteristics: attention to detail, team player, strong communication skills, ability to work under pressure and meet deadlines, goal oriented, helpful, strong organization skills, and a self-starter.
• Ability to read, write, interpret and analyze documents such as leases, contracts, operating and maintenance instructions, and procedure manuals.
• Excellent communication skills, including ability to speak effectively with shoppers and tenants as well as Trademark team members.
• Proficiency in Word, Excel, PowerPoint and Outlook. Knowledge of Anterra and Timberline accounting software is a plus.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

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