Administrative Assistant, Property Management (Washington Square)

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.

What You’ll Do

• 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.

Your Key Success Attributes

• 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 Macerich employees 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.
• All Macerich employees will follow and support the Macerich Privacy, Cyber Security, and Data Governance policies in order to protect its people, customers, assets, and data.
• All Macerich employees are expected to demonstrate a high level of integrity, mutual respect, professionalism, and a commitment to working in partnership with our key stakeholders (guests, customers, business partners, and co-workers).

If this sounds like your future job, we want to hear from you!

Our Culture of Belonging

At Macerich, we are committed to a diverse, inclusive, and equitable workplace. We believe our diversity creates value for our employees, workplaces and town centers, and the communities we serve.

We strive to hire great people from diverse backgrounds, and we are stronger for it. We want our employees to thrive, feel valued and respected, and therefore encourage a culture of learning, acknowledging, and celebrating individual uniqueness. We are proud of our practices and the equal opportunity for employment and advancement we foster across the organization.

In support of our culture of belonging, Macerich welcomes qualified applicants without regard to race, color, religion, creed, gender, national origin, age, disability, medical condition, genetic information, military or veteran status, marital status, pregnancy (including childbirth and pregnancy-related medical conditions), sex, gender expression or identity, sexual orientation, citizenship, or any other characteristic or class protected under federal, state, or local law. Additional information is contained in Macerich’s Anti-Harassment, Discrimination and Retaliation Policy, which can be provided to applicants upon request. Macerich also provides reasonable accommodations to qualified individuals with disabilities. If you require accommodation during the application process or your employment, please contact Human Resources.

Join our team of great people!

Experience

• 5 year(s): Administrative Assistant Experience
• 2 year(s): Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)

Education

• High School or better