Administrative Coordinator

This role provides an engaging contract to hire employment opportunity and is an integral part of our team's operations.

Responsibilities:

• Act as the first point of contact for queries from tenants, vendors, and customers.
• Order and manage office supplies as necessary.
• Support the Property Manager, Chief Engineer, and Security Director with administrative tasks, including creation of work orders, scheduling contract work, drafting contracts, and tracking vendor insurance.
• Coordinate and maintain the property management contract database.
• Assist with the non-commercial activity application program.
• Manage Open/Close notices and issue Notice of Non-Responsibility as needed.
• Review security reports and forward to appropriate personnel as instructed.
• Work with the Accounting and Operations teams as the main contact for accounts payable bill upload and coding, account research, and setting up vendors.
• Assist the Property Manager and Assistant Manager in preparing annual budgets and other financial reports.
• Maintain tenant and vendor contact list, as well as the MallCast database.
• Generate tenant notifications via memo for food court maintenance, property events, operational reminders, and general property repairs.

• Management System
• Microsoft Excel
• Microsoft Office Suites
• Microsoft Outlook
• Microsoft Word
• About Time
• Correspondence
• C-Suite
• Customer Service
• Data Entry • Proficiency in Microsoft Office Suites, including Microsoft Word, Microsoft Excel, and Microsoft Outlook
• Familiarity with About Time management system
• Ability to handle C-Suite correspondence and communications
• Strong customer service skills and ability to interact professionally with all levels of staff and customers
• Excellent data entry skills with high attention to detail
• Previous experience in an administrative or coordinator role would be advantageous
• Ability to manage multiple tasks and projects simultaneously in a fast-paced environment
• Excellent written and verbal communication skills
• Ability to work both independently and as part of a team
• Strong organizational and time management skills.