Administrative Assistant
2 weeks ago
Administrative Assistant
This position supports the Property Management Team and Regional Manager in managing all aspects of a retail commercial shopping center, Geneva Commons, in Geneva, Illinois:
- Perform all front desk administrative duties, including but not limited to, answer phones, handle distribution of incoming and outgoing mail, copying, filing, and greeting, interacting and directing tenants, vendors, and visitors to appropriate party(ies) as applicable.
- Assist in shopping center’s events and promotions.
- Review daily security activity reports for assigned property(ies), and follow-up to resolve issues or report them to manager for further direction and action.
- Assist in uploading and processing A/P after verifying the accuracy of the invoices as needed and requested.
- Assist in rent collections as needed and requested.
- Prepare accurate tenant billbacks as applicable and as requested.
- Prepare vendor agreements for services and related documents for manager’s review. Upon receipt of manager’s approval, obtain vendor’s signature and submit the same to the manager(s).
- Collect and track tenants’ and vendors’ COI to ensure they are current and compliant. If there is an issue(s), report it to manager immediately.
- Collect and track tenants’ sales in accordance with their lease to ensure they are reported in compliance and in a timely manner. If there is an issue(s), report it to the manager(s) immediately.
- Create and maintain files for annual operating expense invoices, general ledgers and other supporting documents for tenants on year-end reconciliations as requested.
- Compile information for vacancy and roof reports for assigned properties for monthly submittals.
- Along with other team members, update and maintain shopping center’s general property information, bible, file to ensure it contains the most up to date and accurate information.
- Complete OFACs as required by company’s reporting guidelines as and/or when requested.
- Process property maintenance work orders and track and follow-up until completion.
- Track and oversee both ownership and tenants’ vendor work schedule to ensure full compliance.
- Follow up on any and all matters as assigned by the manager(s).
- All other administrative office duties as assigned by the manager(s).
Requirements
- Experience in retail commercial property management strongly preferred.
- Strong computer skills with working knowledge of Microsoft Office suite, especially in excel, and Adobe
- Must be able to work some evenings and weekend days to participate in shopping center’s promotional events.
- Valid driver’s license.
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