Administrative Assistant - Cherryvale Mall

CBL & Associates Management Inc; Rockford (IL); On-site; USD 26,000 - 30,000; Full time

Job summary

CBL Properties is seeking a full-time Administrative Assistant for CherryVale Mall in Rockford, IL. The role involves front-office duties, coordinating schedules, and supporting the Mall Management Team.

Responsibilities include handling calls, mail, and records, assisting with billing, invoicing, and insurance coordination, and ensuring smooth day-to-day office operations at the property.

Qualifications

• Associates degree (business admin) or four years related experience and/or training; equivalent combination may be considered.
• Excellent communication, detail-oriented, able to work under pressure and meet deadlines.
• Proficient with Word, Excel, PowerPoint and Outlook; knowledge of property management software is a plus.

Responsibilities

• Greets visitors and directs to appropriate area or person.
• Answers calls, screens management office calls, and coordinates communications.
• Maintains correspondence, files, mail, and related administrative tasks.
• Provides support to Mall Management Team and coordinates schedules, travel, and meetings.
• Processes billing, invoices, and keeps records for financial operations.

Skills

Attention to detail

Team player

Strong communication

Time management

MS Office proficiency

Education

Associate degree in Business Administration

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Ayuda

Yardi

JD Edwards

Job description

CBL Properties, an innovative retail real estate company which owns, holds interests in, or manages properties across the US, is currently looking for a full-time Administrative Assistant at Cherrryvale Mall in Rockfort, IL. If you’d like to be a part of creating great shopping experiences, this opportunity may be the right choice for you! Apply and see why CBL continues to earn Great Place to Work Certification™ year after year!

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greets visitors, directs to appropriate area or person.
• Answers and screens management office telephone calls, arranges conference calls, and facilitates phone outgoing message updates (hours of operation changes, holiday greetings, etc.).
• Reads and routes incoming mail, composes, prepares and maintains correspondence, files (electronic and hardcopy), prepares outgoing mail and correspondence.

Specifically, the Administrative Assistant does the following:

• Provides support to the Mall Management Team.
• Executes Timekeeping duties for the team.
• Facilitates issuance of licensee violation fees (open early closing/late opening, trash, hawking, signage, etc.).
• Forwards all bank receipts, Payplus invoices, and UTL invoices to AP Analyst.
• Forwards certificates of insurance to Lease Maintenance (Operations Services).
• Submits batch scan to Lease Operations (Operations Services).
• Prepares back-up documentation as needed for tenant suits, submit to Legal Collections (Corporate).
• Verifies coverage of insurance (vendors).
• Collects/retains proof of insurance from entities performing work at property. Ensures purchasing card receipt coordination (verifying/transmitting per spreadsheet).
• Coordinates manager’s schedule and makes appointments, arranges and coordinates travel schedules and reservations, coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
• Orders and maintains office supplies, postage, and arranges for equipment maintenance as needed.
• Provides assistance with billing, payment and other financial processes, communicates with Operations Services.
• Prepares miscellaneous construction invoices (hot work permits, sprinkler drain down fees, etc.).
• Provides Specialty Leasing & Advertising Initial Deal Flow Support.
• Serves as backup to Shared Services for Sales/Rent collection information.
• Conducts research, compiles and prepares statistical or other reports.
• Performs other duties as assigned.

Required Qualifications:

• Associates degree (business admin is a plus) or four years related experience and/or training; equivalent combination of education and experience (1 year of education= 2 years' experience) may be considered.
• The ideal candidate will possess the following characteristics: attention to detail, team player, strong communication skills, ability to work under pressure and meet deadlines, goal oriented and a self-starter.
• Ability to read, write, interpret and analyze documents such as leases, contracts, operating and maintenance instructions, and procedure manuals.
• Excellent communication skills, including ability to speak effectively with shoppers and tenants as well as CBL team members.
• Proficiency in Word, Excel, PowerPoint and Outlook. Knowledge of Ayuda, Yardi Commercial Property Management or JD Edwards systems is a plus.
• Pay range $19 - $22/ hour.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Full-Time/Part-Time Full-Time

Shift Days

Exempt/Non-Exempt Non-Exempt

EOE Statement

We are an Equal Opportunity and affirmative action employer, encouraging diversity in the workplace. All qualified applicants will receive consideration for employment and subsequent opportunities for training, advancement, promotion, compensation (increases and/or reductions) and/or termination without regard to race, national origin, gender, gender identity, age, religion, disability, sexual orientation, veteran status, marital status, or any other status protected under local, state or federal laws. In addition, harassment on the basis of race, national origin, gender, gender identity, age, religion, disability, sexual orientation, veteran status, marital status, or any other status protected under local, state or federal laws will not be tolerated.

About the Organization

CBL Properties, headquartered in Chattanooga,TN, is a real estate investment trust (REIT) traded on the NYSE (NYSE: CBL) that has been in business for over 48 years. CBL owns and manages a portfolio of market-dominant malls, lifestyle retail centers, open-air centers, and outlet centers in thriving markets with strong demographics and high growth potential. We manage our portfolio to generate lasting value for our shareholders as well as to provide the communities we serve with a vibrant place to shop, dine, socialize and so much more. Each property is an economic engine for its community and a valued community partner. Over time, our properties have evolved to offer more than just a place to shop, but a community hub that combines retail, a variety of dining and entertainment options, events, services, health and wellness offerings, and more.

This position is currently accepting applications.