Administrator, Office

simon; Memphis (TN); On-site; USD 42,000 - 65,000; Full time

Job summary

Simon in Memphis, TN is seeking an Office Manager to support the center management staff at Wolfchase Galleria. The role requires independent planning, prioritization, and time management to complete tasks efficiently.

Key duties include accounts payable/receivable, lease administration in Salesforce, fleet management, DocuSign tracking, and payroll processing for hourly employees. Strong communication and organizational skills are essential.

Qualifications

• High school diploma or equivalent; some college preferred.
• 3-5 years of administrative office experience in a fast-paced environment.
• Accounts payable and receivable background using systems such as Yardi.
• Strong working knowledge of Microsoft Office, Salesforce, and web-based input software.
• Effective conflict resolution and customer service skills for interaction with customers, tenants, and coworkers.
• Excellent verbal and written communication; strong organizational and interpersonal skills.
• Ability to prioritize, coordinate, multi-task and demonstrate initiative.

Responsibilities

• Provide administrative support and ensure staff support across departments.
• Responsible for AP/AR, procurement card, petty cash; assist budgeting/forecasting.
• Coordinate short-term leasing program; administer leases in Salesforce and rent processing.
• Administer Fleet Management including PIN maintenance and reconciliations.
• Create and maintain documents for service agreements; track DocuSign and insurance docs.
• Draft documents/reports and keep Management Team updated on policies.
• Assist with hiring/training Administrative staff and participate in evaluations.
• Process weekly payroll for in-house hourly employees and submit for approval in Workday.

Skills

Supervisory and coaching

Verbal and written communication

Organizational skills

Prioritization and multi-tasking

Financial report interpretation

Education

High school diploma or equivalent

Tools

Salesforce

Microsoft Office

Web-based input software

Yardi

Job description

Job Location:

Wolfchase Galleria

Primary Purpose:

This position services as Office Manager within a center management office and is responsible to provide ongoing support to the center management staff, as determined, and as assigned by the General Manager. Many tasks require independent planning and prioritization and excellent time management skills. The Office Administrator must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.

Principal Responsibilities:

• Provide administrative support and ensure administrative staff is supporting all departments and completing administrative projects as directed, correctly and in a timely manner
• Responsible for Accounts Payable, Accounts Receivable, procurement card, and petty cash. Engaged with the budgeting and forecasting cycle at the center
• Coordination and support of the short-term leasing program. Responsible for Lease agreement administration in Salesforce, obtaining & processing monthly rent, tenant sales, overage rent, certificates of insurance and all opening documents
• Administration of the Fleet Management program including, PIN maintenance, receipt reconciliations, vehicle maintenance process and change forms
• Create & Maintain documents for Capital and Operational service agreements. Track & Maintain DocuSign agreements & insurance documents
• Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, draft documents, and reports for managements, and provide Management Team with updates of Company Policies and Procedures
• If applicable-Support marketing events, promotions, sponsorships, collateral management, proof of performance & Gift card sales
• If applicable-Assist with hiring and training of Administrative Assistant and/or Receptionist position(s) as well as contributing to their performance evaluation
• If applicable-Process weekly payroll for inhouse hourly employees, required documents for new hires & submit for approval in Workday

MINIMUM QUALIFICATIONS:

• High school diploma or equivalent. Some college or professional school preferred
• 3-5 years of administrative office experience (office management preferred) in a fast-paced environment
• Supervisory and coaching skills with the ability to delegate tasks
• Knowledge of administrative procedures, customer service principles and practices
• Aptitude for understanding financial reports and extracting information
• Accounts Payable and Receivable background using systems such as Yardi
• Strong working knowledge of various computer software such as Microsoft Office, Salesforce, and Web based input software
• Demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants, and co-workers
• Effective verbal and written communication
• Strong organizational and interpersonal skills with attention to detail
• Ability to prioritize, coordinate, multi-task and demonstrative initiative