General Position Summary:
The Administrative Assistant provides administrative support to the Senior General Manager and Assistant General Manager who oversees the day-to-day operations of the shopping center in downtown Chicago, Illinois, ensuring that the shopping center is clean, safe and well-maintained at all times. The Administrative Assistant must have strong communication and written skills, the ability to work on multiple tasks concurrently and the ability to complete tasks in a timely manner in accordance with deadlines. The following Job Description Summary is intended to highlight many of the position's responsibilities. This summary is not intended to be all-inclusive; it is simply meant to be used as a guide and may be revised from time to time at the sole discretion of M & J Wilkow.
Essential Functions/Major Responsibilities:
· Assist Sr. with all administrative support including, but not limited to: customer service, clerical, filing, documentation
· Provide proactive tenant relations and regular tenant communication both verbally and in writing
· Maintain office equipment in good repair and manage supply inventory
· Provide customer service to walk-ins, over the phone and through email correspondence
· Schedule appointments and follow-ups as necessary
· Assist with answering phones, filing, photocopying, assembling marketing materials.
· Submit and code invoices in the Avid system.
· Manage Certificates of Insurance by contacting tenants and vendors to obtain updated certificates as needed
· Prepare service agreements, including drafting, routing for signature and tracking
· Maintain and update tenant contact information on a regular basis
· Assist with special projects and other duties as assigned
· Assist with marketing and property programs, including after hours and weekends, as needed
· Track gross sales reports and percentage rent payments
· Update shopping center team calendar
· Send out annual tenant charge letters and reconciliation packets
Education and/or Experience:
· Must have excellent computer, organizational and written/verbal skills
· Experience and proficiency with Windows, Adobe, MS Office programs, including skills in Excel, Word, PowerPoint.
· Proficiency in MS Office Suite, 45 wpm, and comfortable with data entry
· Effective communication, ability to multi-task, and prioritize multiple tasks
· Minimum of 1-year administrative experience preferably in office or related field
· Accounts payable/invoicing processing experience preferred
· Ability to problem solve and work efficiently in a fast-paced environment required
· Property management software, including Avid and MRI preferred
· Commercial real estate property management experience preferred
· Local candidates only, please
Job Types: Full-time, Part-time
Pay: $23.00 - $26.00 per hour
Expected hours: 24 per week
Benefits:
Schedule:
- 8 hour shift
- Day shift
- Monday to Friday
Experience:
- Administration: 1 year (Required)
Ability to Commute:
- Chicago, IL 60611 (Required)
Work Location: In person