This position services as Office Manager within a center management office and is responsible to provide ongoing support to the center management staff, as determined, and as assigned by the General Manager. Many tasks require independent planning and prioritization and excellent time management skills. The Office Administrator must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.
Principal Responsibilities:
The successful candidate’s responsibilities will include, but not be limited to:
Provide administrative support and ensure administrative staff is supporting all departments and completing administrative projects as directed, correctly and in a timely manner
Responsible for Accounts Payable, Accounts Receivable, procurement card, and petty cash. Engaged with the budgeting and forecasting cycle at the center
Coordination and support of the short-term leasing program. Responsible for Lease agreement administration in Salesforce, obtaining & processing monthly rent, tenant sales, overage rent, certificates of insurance and all opening documents
Administration of the Fleet Management program including, PIN maintenance, receipt reconciliations, vehicle maintenance process and change forms
Create & Maintain documents for Capital and Operational service agreements. Track & Maintain DocuSign agreements & insurance documents
Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, draft documents, and reports for managements, and provide Management Team with updates of Company Policies and Procedures
If applicable-Support marketing events, promotions, sponsorships, collateral management, proof of performance & Gift card sales
If applicable-Assist with hiring and training of Administrative Assistant and/or Receptionist position(s) as well as contributing to their performance evaluation
If applicable-Process weekly payroll for inhouse hourly employees, required documents for new hires & submit for approval in Workday
MINIMUM QUALIFICATIONS:
High school diploma or equivalent. Some college or professional school preferred
3-5 years of administrative office experience (office management preferred) in a fast-paced environment
Supervisory and coaching skills with the ability to delegate tasks
Knowledge of administrative procedures, customer service principles and practices
Aptitude for understanding financial reports and extracting information
Accounts Payable and Receivable background using systems such as Yardi
Strong working knowledge of various computer software such as Microsoft Office, Salesforce, and Web based input software
Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants, and co-workers
Effective verbal and written communication
Strong organizational and interpersonal skills with attention to detail
Ability to prioritize, coordinate, multi-task and demonstrative initiative