Operations Coordinator

THE MALL AT MILLENIA

Title:  Operations Coordinator

Reports to: The Mall at Millenia General Manager

The Mall at Millenia is seeking an Operations Coordinator to join a best-in-class team at Orlando’s premier luxury shopping destination.  Join our staff with a 20-year reputation of delivering excellent shopping experiences to continue your career on a winning path. 

The Mall at Millenia is owned and operated by The Forbes Company, a nationally recognized owner and developer of iconic regional shopping centers.

The position is salaried with a strong package that includes medical benefits, personal time off (PTO) and 401K.

Overview

Responsible for daily interaction with Mall management team, vendors, contractors, retailers, and mall guests. Charged to support the operations department, working efficiently, and managing multiple projects and responsibilities with ease. Position requires heightened attention to detail, plus exceptional interpersonal and communication skills.  Accountable to support and implement department initiatives as directed by the General Manager.

Administrative Responsibilities

• General administrative assistance to Management departments, including Operations, Security, General Manager and Corporate Director of Operations.
• Access and monitor calendars for the Corporate Director of Operations and General Manager.
• Manage daily inflow and outflow of correspondence via email using Outlook and hardcopy correspondences including phone and letters, filing electronically.
• Oversight and execution of COIs; Service Contracts; Preconstruction correspondence, schedules, and set-up; plus, Facilities and Security projects.
• Prepare for and document meetings.
• Maintain contractor lists, rules, and regulations.
• Maintain and organize tenant files, correspondence, storage spaces, lease files, and spreadsheets.
• Expense reports; invoice handling; vendor problem solving.

·       Travel arrangements for department personnel as well as coordination of conference and professional association registration and participation.

·       Assist with meetings, including contacting participants, booking rooms, catering and set-up.

·       Compose correspondence (memos, emails, mail merge and formal response to inquiries).

·       Maintain documents, databases, inspections, work orders, and tracking of other programs.

·       Reorder inventory and track shipments.

·       Assist in coding of invoices for processing.

·       As needed, answers all incoming telephone calls, thoroughly screening and forwarding to appropriate person. Taking and dissemination of messages.

·       Research, prioritize and follows-up on incoming issues and concerns addressed to the directors including those of a sensitive and/or confidential nature.

·       Assists with creating service agreements and other contracts for General Manager, Security Director, Facilities Director, and Corporate Director of Operations.

·       Assist with the front desk duties (receptionist) as needed.

·       Exhibit regular, reliable, punctual, and predictable attendance.

·       Other duties as needed and assigned.

·       Complies with company policies.

Key Qualifications:

• Minimum of 3 years’ experience in an administrative capacity.
• Well rounded, strong oral and written communication skills.
• Proficient computer skills, particularly Microsoft Office tools (Excel, Word, Outlook, PowerPoint, Adobe Suite).
• Exercise accuracy, organizational skills, discretion, good judgement, attention to detail, courtesy, tact and patience.
• Ability to solve problems with ease and enjoyment.
• Ability to manage multiple tasks/assignments simultaneously.
• Ability to proactively assess the needs of others.
• Strong interpersonal skills: ability to establish and maintain good working relationships with other Forbes employees, merchants, vendors and subcontractors.



Minimum Education and Training

Bachelor’s degree with a concentration in administration OR three years of experience in an operations-based environment preferred. An equivalent combination of training, education, and experience that provides the required knowledge, skills, and abilities highlighted may also be considered.