Office Coordinator

The Office Coordinator provides support to the mall management team as well as the corporate office, including management, operations, marketing, specialty leasing and the leasing manager.

Essential Duties and Responsibilities

• Greets visitors, customers, tenants, and vendors; screening, handling, or directing them to the appropriate area or person as needed
• Communicates issues or problems to the appropriate person for resolution
• Answers and screens management office telephone calls; routes appropriately
• Composes and types of routine correspondence
• Organizes and maintains the file system, and files correspondence and other records
• Coordinates the manager's schedule and makes appointments
• Arranges and coordinates travel schedules and reservations as needed
• Routes incoming mail to the appropriate people
• Prepares outgoing mail and correspondence, including e-mails and faxes
• Orders and maintains supplies, and arranges for equipment maintenance
• Maintains a current and up-to-date Tenant Contact List in Yardi
• Maintains a current and up-to-date insurance certificate for each Tenant, Licensee, Vendor and Contractor
• Assists in answering questions to facilitate the completion of required mall reports; including data and information gathering, formatting or proofing.

• Assist corporate team with data entry to maintain integrity of Yardi database
  1. As directed by the General Manager, prepare new vendor set up (or changes for existing vendors), and promptly collect vendors’ completed W-9’s
  2. Review invoices received through AvidXChange workflow for accuracy and ensure appropriate discounts are applied, as well as correct coding assigned to appropriate expense accounts
  3. Update P-Card log and e-mail to the General Manager and P-Card Administrator (Corporate AP Specialist) for review and payment

• Assist corporate team with collecting outstanding balances for tenants at the property
  1. Review cash receipts on the bank’s on-line portal and apply to tenant ledgers in Yardi
  2. Review Yardi tenant ledgers/AR reports to ensure that monthly recurring and annually adjusted charges are consistent with leases/licenses
  3. Work with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary including any adjustments for utilities, bankruptcies, or write-offs
  4. Provide support and data to Corporate Accounting team to facilitate preparation of monthly accounting entries
  5. Make direct contact with tenants via e-mail or phone regarding outstanding balances; prepare any notices required by the lease and provide documentation such as tenant history reports to resolve any questions; update the tenant aging report with comments regarding collections
  6. Collect tenant sales reports and enter sales data into Yardi database
  7. Assist the General Manager with monthly reviews of Rent Roll and other reports as needed and provide Corporate Lease Administrator with information necessary to address discrepancies
  8. Make bank deposits promptly for all checks received in the mall office
• Perform other duties as assigned
  1. Maintain Client confidence and protect operations by keeping financial information confidential
  2. Maintain positive relationships with clients and tenants
  3. If the property sells gift cards or other goods/services, provide support to Corporate AP Specialist to manage and reconcile bank accounts
  4. Assist Specialty Leasing with Lease Plan updates and Holiday locations
  5. Provide data/information/support to the Corporate Accounting department when necessary for adhoc reporting requirements

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

• Associate degree or two years related experience and/or training; or equivalent combination of education and experience
• Three to five (3-5) years administrative/office experience in a fast-paced environment

Knowledge/Skills

• Strong interpersonal skills, strong written and verbal communication skills, and the ability to handle multiple tasks
• Proficient in computer usage and the ability to easily develop proficiency in all software utilized or introduced for use by individuals in this position, intermediate to expert knowledge of Word, Excel and data entry skills
• Social Media skills in Facebook, Twitter, maintenance of websites and other social platforms a plus

• Demonstrated ability to multi-task, prioritize and meet deadlines
• Strong organizational skills
• Ability to read and write English fluently; proficiency in other languages a plus
• Ability to work within a team and with a variety of personality types
• Ability to interact effectively with all levels of management
• Well-developed interpersonal and communication skills
• Demonstrated self-starter; exhibiting initiative, confidence, professionalism and maturity
• Good judgment and continual attention to detail
• Dependable and flexible
• Ability to occasionally work nights, weekends or holidays if requested

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.

• Manual dexterity sufficient for constant use of a keyboard, mouse and telephone/radio
• Ability to operate office equipment; including copier, fax machine, postage machine, etc.

• Speech and hearing sufficient for regular communications on the phone, radio or face-to-face

• Vision sufficient for reading work related documents on a monitor or in paper format
• Sufficient sense of smell to detect dangerous odors
• Ability to walk, bend, stoop, climb, and reach in the course of normal office functions

• Ability to sit and stand for long periods of time

This job description is not all inclusive. Other duties and responsibilities may be required. In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications deemed essential to the position. Equal Opportunity Employer