Administrative Assistant / Receptionist

Seeking a stellar Administrative Assistant/Receptionist?will support the property management staff and day to day activities for multiple retail shopping centers, in addition to the marketing team at the direction of our VP of Marketing.

Essential Functions:

  • Opens, date stamp and sort mail daily

  • Prepare Fed-Ex and Certified Mail

  • Ensure printers and other office machines are in working order and filled with paper

  • Monitor and order office supplies as needed

  • Prepare lease files, vendor files and other files as required

  • Establishes and maintains strong and positive relationships with all property tenants, vendors, and contractors

  • Assists with the preparation of and tracking of service contracts

  • Codes and scans invoices for payment and processing

  • Monitors tracking of vendor and tenant certificate of insurance expiration dates, requests renewals, and ensures compliance with standard coverage terms and conditions

  • Collects and maintains tenants? sales reports

  • Maintains vehicle history for parking citations and towing authorizations

  • Assists with tenant account reconciliations, aged delinquency reports, and other accounting driven duties

  • Assists in preparation of third-party report packages

  • Type, copy, distribute and file all correspondence (letters, tenant memoranda, mail merges, etc.) as required

  • Any other duties/tasks as directed by the PropertyManager

  • Assists in the communication efforts with onsite security, tenants and vendors

Required Education and Experience

  • Bachelor?s Degree or equivalent experience.

  • Minimum 2 year?s previous related experience in a Commercial Real Estate


  • Basic Accounting skills

  • Proficient in MS Office

  • Ability to manage multiple tasks

  • Excellent written and oral communication skills

  • Excellent customer service skills

  • MRI, Avid, Datex Knowledge

  • Excellent organization skills

  • Real Estate License a plus

Work Environment

  • This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Open floor plan with nearby team members.

Physical Demands

  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.?The physical demands of the job, including bending, sitting, lifting and driving. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Must be able to climb ladders to inspect shopping center roofs or ceilings.

Position Type/Expected Hours of Work

  • This is a full-time position, and hours of work and days are Monday through Friday, 8:00 a.m. to 5 p.m. When necessary, evening and weekend work may be required as job duties demand.


  • Travel is primarily local during the business day, although some out-of-the-area and overnight travel may be expected for training and off-site meetings.

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