Administrator, Office

$46,259 - $80,059/Yr

Simon Management Associates II - Torrance, CA

Full-time - Entry Level

Torrance, CA

Real Estate

About the position

This position serves as Office Manager within a center management office and is responsible for providing ongoing support to the center management staff, as determined and assigned by the General Manager. The role requires independent planning and prioritization, along with excellent time management skills. The Office Administrator must evaluate alternatives, choose best practices, and complete tasks in the most efficient manner possible. The successful candidate will be engaged in various administrative tasks that support the overall operations of the center, ensuring that all departments are effectively supported and that administrative projects are completed correctly and in a timely manner. The Office Manager will be responsible for managing Accounts Payable and Accounts Receivable, handling procurement cards, and overseeing petty cash. This role also involves engagement with the budgeting and forecasting cycle at the center, as well as coordination and support of the short-term leasing program. The Office Manager will administer lease agreements in Salesforce, process monthly rent, tenant sales, overage rent, certificates of insurance, and all opening documents. Additionally, the administration of the Fleet Management program will be part of the responsibilities, which includes PIN maintenance, receipt reconciliations, and vehicle maintenance processes. Other responsibilities include creating and maintaining documents for Capital and Operational service agreements, tracking and maintaining DocuSign agreements and insurance documents, and performing general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment. The Office Manager will draft documents and reports for management and provide updates on Company Policies and Procedures. If applicable, the Office Manager will support marketing events, promotions, sponsorships, collateral management, proof of performance, and gift card sales. The role may also involve assisting with the hiring and training of Administrative Assistants and/or Receptionists, contributing to their performance evaluations, and processing weekly payroll for in-house hourly employees, along with required documents for new hires.

Responsibilities

• 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 management, 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 in-house hourly employees, required documents for new hires & submit for approval in Workday.

Requirements

• 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 skills.
• Strong organizational and interpersonal skills with attention to detail.
• Ability to prioritize, coordinate, multi-task and demonstrate initiative.