Administrative Coordinator

Centennial; Aurora (IL); On-site; USD 34,000 - 38,000; Full time

Job summary

Centennial seeks an Administrative Coordinator to support the General Manager and department managers. You will handle the daily office operations, greeting visitors, managing mail, and directing inquiries while maintaining organized files and tenant data.

Responsibilities include rent processing, tenant records, insurance docs, and reporting center traffic. The role requires 1–2 years of customer service experience, MS Office proficiency, and a commitment to confidentiality and accuracy.

Qualifications

• High school diploma required; associate degree preferred or equivalent work experience.
• 1–2 years of customer service experience required.
• Able to work varying schedules, including public holidays.
• Excellent interpersonal, organizational, time management, verbal and written communication skills.
• Proficient in MS Office and basic office support tasks.

Responsibilities

• Provide administrative support to the General Manager and department managers.
• Handle general office tasks, mail, shipping, visitor greeting and phone inquiries.
• Maintain tenant contact information and organize lease documentation.
• Process rent payments and input tenant data into management systems.
• Monitor and report customer traffic numbers and coordinate repairs for vending devices.
• Maintain confidential records and ensure compliance with policies.

Skills

Customer Service

MS Office

Communication

Organization

Time Management

Attention to Detail

Confidentiality

Multitasking

Education

High School Diploma

Associate degree preferred

Tools

MS Office

Job description

The Administrative Coordinator 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.
• Oversee the coordination of repairs and refunds for vending machines located throughout the center.
• Keep Emergency Communication System for tenants and staff up to date.
• Respond promptly to customer needs and to requests for service and assistance.
• Collect and input tenant sales into Yardi/MRI.
• Maintain Office of Foreign Assets Control (OFAC) search files, if applicable.
• 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 1-2 Years of Customer Service experience required.
• 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 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.

Pay Range

$25 - $27.78 USD

Centennial is a retail real estate owner and operator with a national portfolio of shopping, dining, entertainment and mixed-use destinations as well as a full-service property management platform serving third-party owners. With over 300 employees nationwide, the firm now operates 20 million square feet of mixed-use destinations in 16 states. Since 1997, Centennial has played a pivotal role in shaping the evolution of American retail by creating a superior multi-faceted shopping experience with properties that serve not only as a place of commerce, but as a place of community.

#centennial #createdbycentennial

All job offers are contingent on completion of a background check and proof of eligibility to work in the United States.