Administrator, Office

Simon Property Group; Peabody (MA); On-site; USD 33,000 - 56,000; Full time

Job summary

Simon Property Group is seeking an Office Manager at Northshore Mall to support the center management team. The role requires independent planning, time management, and multitasking to ensure administrative tasks, leasing coordination, and financial processing are handled efficiently.

Responsibilities include accounts payable/receivable, budgeting participation, and document administration. Strong communication and organization are essential for coordinating with tenants and management staff.

Qualifications

• High school diploma or equivalent required.
• Some college or professional schooling preferred.
• 3-5 years administrative office experience (office management preferred).
• Supervisory experience and ability to delegate tasks.
• Experience with Yardi, Salesforce, and standard office software.
• Strong organizational and communication skills.

Responsibilities

• Provide administrative support to ensure staff support across departments, completed on time.
• Handle Accounts Payable and Accounts Receivable, procurement card and petty cash.
• Participate in budgeting and forecasting cycles at the center.
• Support short-term leasing coordination and documents in Salesforce.
• Administer Fleet Management: PINs, receipts, maintenance forms.
• Create and maintain documents for service agreements and contracts.
• Track DocuSign agreements and insurance documents.
• Manage office supplies and draft management reports.

Skills

Administrative experience

Supervisory skills

Time management

Customer service

Communication skills

Financial literacy

Problem solving

Multi-tasking

Education

High school diploma

Some college or professional school preferred

Tools

Yardi

Salesforce

Microsoft Office

Web-based input software

Workday

Job description

Job Location:

Northshore 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:

• 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

The salary range for this position is $23.60 - $40.83. Actual compensation within that range will be dependent upon various factors, including an individual’s skills, experience and qualifications and the geographic location of the job. It is uncommon for an individual to be hired at the top end of the pay range.

Simon is a global leader in retail real estate ownership, management and development and an S&P 100 company (Simon Property Group, NYSE: SPG). Our industry-leading retail properties and investments across North America, Europe and Asia provide shopping experiences for millions of consumers every day and generate billions in annual retail sales. Our portfolio includes assets of national and international renown - proven assets that are the preferred location for retailers. In addition to our high quality properties, Simon is also known for our strong balance sheet, a long-tenured and well-respected senior management team, and our innovative spirit, as reflected in a 50 + year history of successful retail real estate development, management, and leasing. Simon was named Fortune’s Most Admired Real Estate Company eight times. We have experienced an explosion of growth and innovation unprecedented in the industry and we look forward to Simon's future.

Simon is proud to be an Equal Employment Opportunity employer. We do not discriminate based upon race, religion, color, national origin, gender (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, gender expression, age, status as a protected veteran, status as an individual with a disability, or other applicable legally protected characteristics. If you require assistance or need to request an accommodation due to a disability, please email [e-mail]. Please note this email is intended only for accommodation requests related to the application and interview process. Any other correspondence will not receive a response.