Administrator, Office

$46,259 - $80,059/Yr

Simon Property Group - Torrance, CA

Full-time

Torrance, CA

Real Estate

About the position

The Office Administrator position at Del Amo Fashion Center serves as the Office Manager within the center management office. 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 completing tasks efficiently to ensure smooth operations within the office. 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 as directed, accurately and on time. The role also involves managing financial aspects such as Accounts Payable and Accounts Receivable, handling procurement cards, and managing petty cash. The Office Administrator will engage in the budgeting and forecasting cycle at the center, ensuring financial accuracy and accountability. Additionally, the Office Administrator will coordinate and support the short-term leasing program, which includes lease agreement administration in Salesforce, processing monthly rent, tenant sales, overage rent, certificates of insurance, and all opening documents. The administration of the Fleet Management program is also a key responsibility, which includes maintaining PINs, reconciling receipts, and overseeing vehicle maintenance processes. The role requires the creation and maintenance of documents for Capital and Operational service agreements, tracking and maintaining DocuSign agreements and insurance documents. General office administrative tasks such as ordering and maintaining inventory of office supplies, drafting documents and reports for management, and providing updates on Company Policies and Procedures are also part of the job. If applicable, the Office Administrator may support marketing events, assist with hiring and training of administrative staff, and process weekly 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
• Coordinate and support 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
• Administer 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
• 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, if applicable

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