An Office or Administrative Assistant performs administrative work in an office. Works in a wide variety of office settings, such as a company or business, or a government office or school. Manages paper and electronic files, uses office equipment including computers, responds to phone calls and emails, routes mail and maintains calendars and schedules.
CBL Properties, an innovative retail real estate company which owns, holds interests in, or manages properties across the US, is currently looking for a full-time Administrative Assistant for Westmoreland Mall in Greensburg, PA. If you'd like to be a part of creating great shopping experiences, this opportunity may be the right choice for you! Apply and see why CBL continues to earn Great Place to Work Certification™ year after year!
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. 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. 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 vendors coverage of insurance. 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. Orders and maintains office 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 & Advertising 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.
Required 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 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.
