Administrator, Office

Simon Property Group; Miami (FL); On-site; USD 52,000 - 66,000; Full time

Job summary

Simon Property Group is seeking an Office Manager for the center management office at Dadeland Mall in Miami. The role provides ongoing support to the center management staff, requiring independent planning, prioritization, and strong time management skills.

Responsibilities include accounts payable/receivable, leasing administration in Salesforce, fleet management, DocuSign & insurance document handling, and payroll processing for in-house hourly employees.

Qualifications

• 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.

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 budgeting and forecasting cycles.
• Coordinate and support the short-term leasing program; lease administration in Salesforce, processing monthly rent, tenant sales, certificates of insurance and opening documents.
• Administer the Fleet Management program including PIN maintenance, receipt reconciliations, vehicle maintenance process and change forms.
• Create and maintain documents for Capital and Operational service agreements; track and maintain DocuSign agreements and insurance documents.
• Perform general office administrative tasks: ordering, inventory, drafting documents and reports for management; provide updates on Company Policies and Procedures.
• Support marketing events, promotions, sponsorships, collateral management, proof of performance and Gift card sales.
• Assist with hiring and training of Administrative Assistant and/or Receptionist positions and contribute to performance evaluations.
• Process weekly payroll for in-house hourly employees, required documents for new hires and submit for approval in Workday.

Skills

Administrative experience

Supervisory skills

Customer service

Communication

Organizational skills

Multitasking

Conflict resolution

Education

High school diploma

Some college

Tools

Yardi

Microsoft Office

Salesforce

Web-based software

Job description

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

The successful candidate’s responsibilities will include, but not be limited to:

• 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

Job Location:

Dadeland Mall

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

The successful candidate’s responsibilities will include, but not be limited to:

• 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