Administrator, Office

Simon Property Group; Potomac Mills (VA); On-site; USD 55,000 - 75,000; Full time

Job summary

Simon Property Group in Potomac Mills is seeking an Office Manager to support the center management staff. The role requires independent planning, prioritization and strong time management to complete tasks efficiently.

Responsibilities include AP/AR, procurement, budgeting participation, lease agreement administration in Salesforce, and payroll processing for in-house hourly staff. Applicants should have 3-5 years admin experience and supervisory skills.

Qualifications

• Administrative staff support across departments with timely delivery.
• Experience with accounts payable/receivable and procurement card.
• Familiarity with budgeting and forecasting cycles.
• Lease administration and documents processing in systems like Salesforce.
• Payroll processing for in-house hourly employees via Workday where applicable.

Responsibilities

• Provide administrative support to ensure staff can complete projects on time.
• Manage AP/AR, procurement cards and petty cash functions.
• Assist with budgeting and center forecasting activities.
• Coordinate short-term leasing program support.
• Maintain lease documents, rent data, certificates of insurance and opening docs.
• Administer Fleet Management program and related forms.
• Create and maintain documents for service agreements and policies.
• Track DocuSign agreements and insurance documents.
• Handle office tasks, inventory, and reporting for management.
• Support marketing events and collateral management when needed.
• Assist with hiring/training of Administrative staff and payroll processes.

Skills

Administrative experience

Supervisory skills

Time management

Budgeting awareness

Customer service

Verbal & written comms

Organizational skills

Multi-tasking

Education

High school diploma or equivalent

Some college or professional school preferred

Tools

Yardi

Microsoft Office

Salesforce

Web-based input software

Job description

Job Location: Potomac Mills

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

Simon® is a real estate investment trust engaged in the ownership of premier shopping, dining, entertainment and mixed-use destinations (Simon Property Group, NYSE: SPG). Our properties across North America, Europe and Asia provide community gathering places for millions of people every day and generate billions in annual sales. 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.