Administrator, Office

simon; Town of Waterloo (NY); On-site; USD 52,000 - 68,000; Full time

Job summary

Simon is seeking an Office Manager to support the center management staff at Finger Lakes Premium Outlets. The role requires planning, prioritizing, and excellent time management to enable efficient operations.

You will handle accounts payable/receivable, lease admin, fleet management, and document control, with opportunities to assist in recruiting and payroll processing using Workday.

Qualifications

• High school diploma or equivalent; 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.

Responsibilities

• Provide administrative support and ensure staff support all departments on time.
• Responsible for Accounts Payable and Receivable, procurement card, and petty cash; engage in budgeting and forecasting.
• Coordinate and support short-term leasing program; manage lease docs and rent processing.
• Administer Fleet Management: PIN maintenance and vehicle maintenance processes.
• Create and maintain documents for Capital and Operational service agreements; track DocuSign and insurance docs.
• Perform general office tasks: ordering, inventory, drafting documents, and updating policies.
• Support marketing events, promotions, sponsorships, collateral management, and gift card sales when applicable.
• Assist with hiring and training of Administrative Assistant and/or Receptionist; support performance evaluations.
• Process weekly payroll for in-house hourly employees; prepare documents for new hires in Workday.

Skills

Administrative experience

Supervisory skills

Accounts payable/receivable

Payroll processing

Microsoft Office

Salesforce

DocuSign

Time management

Education

High school diploma

Some college

Tools

Yardi

Salesforce

Workday

DocuSign

Microsoft Office

Job description

Job Location: Finger Lakes Premium Outlets

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