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.
Specifically, the Administrative Assistant does the following:
Provides support to the Mall Management Team.
Executes Timekeeping duties for the team.
Facilitates issuance of licensee violation fees (open early closing/late opening, trash, hawking, signage, etc.).
Forwards all bank receipts, Payplus invoices, and UTL invoices to AP Analyst (Accounting Services).
Forwards certificates of insurance to Lease Maintenance (Operations Services).
Submits batch scan to Lease Operations (Operations Services).
Prepares back-up documentation as needed for tenant suits, submit to Legal Collections (Corporate).
Verifies coverage of insurance (vendors).
Collects/retains proof of insurance from entities performing work at property. Ensures purchasing card receipt coordination (verifying/transmitting per spreadsheet).
Coordinates manager's schedule and makes appointments, arranges and coordinates travel schedules and reservations, coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
Where applicable, supports the Customer Service Center with scheduling, supplies, and coordination between departments as needed.
Orders and maintains supplies, postage, and arranges for equipment maintenance as needed.
Provides assistance with billing, payment and other financial processes, communicates with Operations Services.
Prepares miscellaneous construction invoices (hot work permits, sprinkler drain down fees, etc.).
Provides Specialty Leasing & Branding Initial Deal Flow Support.
Serves as backup to Shared Services for Sales/Rent collection information.
Conducts research, compiles and prepares statistical or other reports.
Performs other duties as assigned.
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 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 CBL team members.
Proficiency in Word, Excel, PowerPoint and Outlook. Knowledge of Ayuda, Yardi Commercial Property Management or JD Edwards systems 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.
Team Player - Works well as a member of a group
Enthusiastic - Shows intense and eager enjoyment and interest
Detail Oriented - Capable of carrying out a given task with all details necessary to get the task done well
Associates of Business Administration (preferred)
2 years: Administrative Assistant or directly related experience (preferred)
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor's legal duty to furnish information. 41 CFR 60-1.35(c)
CBL is an Equal Opportunity and Affirmative Action Employer encouraging diversity in the workplace. All qualified applicants will receive consideration for employment and subsequent opportunities for training and/or promotions for all job titles without regard to race, national origin, gender, gender identity, age, religion, disability, sexual orientation, veteran status, marital status, or any other status protected under local, state or federal laws.