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Administrative Assistant-PO

4 months ago

Indianapolis, United States Simon Property Group Inc Full time

Job Location:

Corporate Morristown

PRIMARY PURPOSE:

* To provide administrative support to the Premium Outlets Lease Services department.
* The individual must have the ability to work on multiple projects simultaneously.
* Position requires flexibility to adjust to changing tasks as the needs arise and the department evolves.
* This position is responsible for ensuring effective communication and fostering excellent team work within the Lease Services department.

PRINCIPAL RESPONSIBILITIES:

The successful candidate's responsibilities will include, but not be limited to:

* Administrative Assistance for the Lease Services department including telephone answering, copying, printing, running reports, meeting scheduling, mailing packages along with coordination of lunch, travel and expense reporting;
* Manage flow of information in e-mail boxes used by field to communicate opening / closing status of tenants. Also assist with responses to generic Help e-mail box used by our corporate departments;
* Input information into our deal tracking system, SSLE, including deal input, change logging, mile-stoning, noting deal action codes, etc.;
* Manage electronic files in our Lease database includes creating folders, scanning documents, change performer and complete task notations;
* Coordinate our internal bi-weekly Deal Committee meetings. Includes scheduling, updating tracking schedules, preparing deal spreadsheet, printing reports, organizing packets, shipping packets, and preparing meeting room;
* Inputting data into excel spreadsheets, prep/setup ad hoc reports as needed;
* Coordinate information for the Flash Report which includes Monthly, identifying Leasing's Tenant meeting information, Quarterly, what Deal Committee Meetings are scheduled, and any other relevant Flash report information in order to assist the Vice President of Financial Business' issuance of the report.
* Update and track the Lease Services Monthly Task Tracker including any responsibilities specifically assigned; and
* Any other department supportive duties as requested.

MINIMUM QUALIFICATIONS:

* Minimum of 3 years of previous Administrative experience
* Data entry
* Undergraduate degree or minimum of a 2-yr degree preferred

KNOWLEDGE/SKILLS:

* Proficient in Microsoft Excel and Word
* Excellent organizational and prioritization skills
* Good communication and customer service skills
* Ability to multi-task
* Works well with others and as a team
* Retail or Real Estate knowledge preferred but not required