Administrator, Office

simon; Peabody (MA); On-site; USD 33,000 - 56,000; Full time

Job summary

Simon Property Group's Northshore Mall is seeking an Office Manager to support the center management office. You will coordinate administrative tasks, oversee staff, and ensure timely processing of documents and reports for the management team.

Key duties include handling Accounts Payable/Receivable, procurement, lease administration in Salesforce, rent processing, insurance documents, and supporting payroll for in-house hourly staff.

Qualifications

• High school diploma or equivalent required; some college preferred.
• 3-5 years of administrative office experience in a fast-paced environment.
• Supervisory and coaching skills with ability to delegate tasks.
• Knowledge of administrative procedures and customer service principles.
• Aptitude for understanding financial reports and extracting information.
• Accounts Payable/Receivable experience using Yardi.
• Proficiency with Microsoft Office, Salesforce, and web-based tools.

Responsibilities

• Provide administrative support and ensure staff support across departments.
• Manage Accounts Payable, Accounts Receivable, procurement card, and petty cash; assist with budgeting/forecasting.
• Coordinate and support short-term leasing; administer lease agreements in Salesforce; process rent, certificates, and insurance documents.
• Oversee Fleet Management: PIN maintenance, reconciliations, and vehicle maintenance forms.
• Create and maintain documents for service agreements; track DocuSign and insurance docs.
• Perform general office tasks: ordering supplies, drafting documents, reporting policies and procedures.
• Support marketing events, sponsorships, collateral management, and gift card sales if applicable.
• Assist with hiring/training of Administrative Assistant/Receptionist and performance evaluations.
• Process weekly payroll for in-house hourly employees; prepare documents for new hires and submit for Workday approval.

Skills

Supervisory skills

Time management

Communication

Financial reporting understanding

Education

High school diploma or equivalent

Some college preferred

Tools

Microsoft Office

Salesforce

Yardi

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.