Office Manager

The Office Manager keeps official records and executes in accordance with established standard operation procedures in conjunction with other management and staff. Provides administrative support to the General Manager and department managers.

PRINCIPAL JOB ACTIVITIES:

• General office administration including but not limited to; ordering office supplies, receiving and distributing mail, overseeing shipping and postage for the office, and maintaining office equipment while upholding a safe and clean office environment, greeting and directing visitors, and answering phone calls and referring inquiries to correct office personnel.
• Maintain tenant contact information.
• Manage and maintain insurance documentation for mall tenants and contractors performing work on property in compliance with the requirements outlined in the lease or corporate policy.
• Coordinate before/after hour tenant or contractor requests.
• Accept and document all rent payments received in management office and send to lockbox.
• Collect and maintain customer traffic numbers for the center, including monthly reporting, if applicable.
• Organize lease files and documentation for the property in accordance with policy and procedure.
• Maintain controlled access by issuing visitor badges and verifying insurance requirements are met.
• Keep Emergency Communication System for tenants and staff up to date.
• Respond promptly to customer needs and to requests for service and assistance.
• Review monthly rent roll, issue manual bills for charge backs and coordinate posting with Accounting Department.
• Collect and input tenant sales into Yardi/MRI.
• Generate and submit New Vendor request forms and W9s.
• Accounts Payable; review, code and submit invoices for payment.
• Submit Open/Close notices for store openings or closures.
• Accounts Receivable; follow up with local/regional tenants on past due balances.
• Prepare correspondence as directed, tenant notices, late letters, etc.
• Coordinate and track collection agency efforts and issue write off for uncollectable balance.
• Maintain asset register to complete personal property tax requirements.
• Maintain Office of Foreign Assets Control (OFAC) search files, if applicable.
• Monitor utility invoices and Respond to Energy Management Consultant (Engie) for exception billings.
• Assist with generating contracts for vendors.
• Review lease and lease abstract to ensure tenant is being billed correctly.
• Mentor new Administrative Assistants/Administrator Coordinators on policies & procedures.
• Participate in annual property strategic and initiative goal setting meetings.
• Other duties as assigned.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

REQUIREMENTS:

• High school diploma required. Associate degree preferred, or equivalent work experience.
• Minimum of 3-5 Years of Administrative / Office experience.
• Customer Service experience required.
• Yardi/MRI experience preferred.
• Must be able and willing to work varying schedules, which may include public holidays.
• Comfortable working in a fast paced, highly dynamic work environment.
• Excellent interpersonal, organizational, time management, verbal, and written communication skills.
• Ability to work and learn independently and in a team situation; Self-motivated, proactive individual with a positive attitude.
• Manages competing demands; able to deal with frequent change, delays, or unexpected events.
• Strong attention to detail and ability to follow through.
• Proficiency in MS Office programs (Outlook, Word, Excel etc.), basic office support skills (telephone, filing, data entry) and basic math skills.
• Patience and listening skills to respond appropriately and interact positively with upset customers.
• Interpersonal skills to create a pleasant experience for all customers, such as being personable and attentive.
• Must be able to maintain the highest level of confidentiality; keep internal information and records confidential.
• Attendance/Punctuality - consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• The employee must occasionally lift and /or move up to 30 pounds.
• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; talk and hear. The employee is regularly required to sit. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl and taste or smell.
• The worker is required to have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal and expansive reading.

EQUAL OPPORTUNITY EMPLOYER:

Centennial ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation, or disability.

This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.