Full-Time Management Assistant
SUMMARY To support all management office functions and activities. Oversee the efficient maintenance and operation of the office. Supervise and train Information Center and Customer Service staff. Maintain a high level of communication between and with all management and staff employees of the Center.
ESSENTIAL DUTIES AND RESPONSIBILITIES • Responsible for the daily opening and closing of the Management office (hours vary by center location). • Answer all incoming calls on a daily basis. • Distribute voicemail messages from the main number and distribute written phone messages. • Maintain log for tracking requests from tenants. • Open, stamp date, sort and distribute all incoming mail. • Maintain outgoing mail, meter and postage. • Assist all visitors to the Management office. • Track and maintain Certificates of Insurance for on-site contractors. • Track and file Vendor notifications and maintenance requests. • Maintain appropriate inventory of all supplies necessary for the efficient functioning of the management office, including kitchen/break room supplies (coffee). • Notify General Manager of low supply inventory. • Stock kitchen and break room daily of supplies (snacks, sodas, paper goods, etc.) • Assist tenants with copier and fax machine services. • Assist with coordination Gift With Purchase programs, tenant gifts and special event material. • Coordinate distribution process of memos to tenants. • Responsible for preparing overnight packages. • Responsible for tenant after-hours log and security notification. • Responsible for maintaining accurate and complete tenant files, vendor files, payables, etc. • Responsible for Accounts Payable in Nexus, which includes scanning, indexing, coding, submitting for approval and filing of all vendor invoices. • Responsible for monthly reporting of gift card sales to the Corporate office • Responsible for Center traffic reports distributed weekly and monthly. • Responsible for processing miscellaneous and tenant revenue for deposit. • Assist all departments with Administrative support as needed. • Assist the General Manager in reporting payroll hours to Corporate. • Assist the General Manager and department managers with their recruit process (collecting employment applications, administering assessment testing, processing background check and processing new hires). • Cross-train as back-up for Customer Service. • Prepare and manage RFP process for contracts and projects. • Perform special projects or other duties as assigned.
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative, but not exclusive, of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE • High school diploma or general equivalency diploma (G.E.D.) • 5-7 years of Administrative experience or in a related area required.
COMMUNICATION SKILLS • Ability to effectively respond to issues both verbally and in writing. • Requires a high level of commitment to customer service.
REASONING ABILITY • Ability to identify problems with limited information, and then recommend a resolution. • Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
OTHER SKILLS and/or ABILITIES • Demonstrate ability to work well under pressure with a proactive approach to unusual occurrences. • Must be able to work independently and take initiative. • Requires good organizational and leadership skills, attention to detail and openness to new ideas and procedures. • Extensive experience with MS Office applications is required.
PHYSICAL and/or MENTAL REQUIREMENTS While performing the duties of this job, the employee is frequently required to sit for long periods of time; walk and stand; use hands and fingers to operate keyboards, printers, fax machines or other office equipment; hearing and speech to communicate in person and over the telephone and/or radio; vision to read printed material and a computer screen; lift and/or move up to 25 pounds and heavier weights with the use of proper equipment.
WORK CONDITIONS and ENVIRONMENT The work environment characteristic described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to work emergency overtime. Must be available to work weekends, as needed to cover for vacations, time off and additional holiday hours. The work environment is indoors, however, while performing the duties of this job, the noise level in the work environment is usually moderate.
Salary: DOE; includes medical, dental, vision, life insurance, 401K, employee discounts to many retailers of the Outlet Center. Please send resume, cover letter and salary requirements.