About the position
The Office Administrator position serves as the Office Manager within the center management office at Las Vegas North Premium Outlets. This role is pivotal in providing ongoing support to the center management staff as determined and assigned by the General Manager. The Office Administrator is expected to manage various tasks independently, requiring excellent planning, prioritization, and time management skills. The individual must be adept at evaluating alternatives, selecting best practices, and executing tasks efficiently. The responsibilities of the Office Administrator encompass a wide range of administrative support functions. This includes ensuring that the administrative staff effectively supports all departments and completes projects in a timely and accurate manner. The role also involves managing financial aspects such as Accounts Payable, Accounts Receivable, procurement card transactions, and petty cash, while actively engaging in the budgeting and forecasting cycle at the center. Additionally, the Office Administrator coordinates and supports the short-term leasing program, which includes lease agreement administration in Salesforce, processing monthly rent, tenant sales, overage rent, and certificates of insurance. The administration of the Fleet Management program is also a key responsibility, which includes maintaining PINs, reconciling receipts, and overseeing vehicle maintenance processes. The Office Administrator is tasked with creating and maintaining documents for Capital and Operational service agreements, tracking and maintaining DocuSign agreements and insurance documents, and performing general office tasks such as ordering supplies, drafting documents, and providing updates on company policies and procedures. If applicable, the role may also involve supporting marketing events, assisting with hiring and training of administrative staff, and processing payroll for in-house hourly employees.
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, drafting documents, and reports for management, and providing 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
- Strong organizational and interpersonal skills with attention to detail
- Ability to prioritize, coordinate, multi-task and demonstrate initiative
