Administrator, Office

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

Job summary

Simon Property Group in Potomac Mills is seeking an Office Manager to provide essential administrative support to the center management team. You will plan, prioritize, and execute tasks efficiently while upholding company policies and procedures.

You will handle accounts payable/receivable, leasing program coordination, fleet administration, and preparation of reports. The role also involves assisting with payroll for in-house hourly staff and contributing to staff training and performance

Qualifications

• High school diploma or equivalent; some college preferred.
• 3–5 years 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; Yardi preferred.
• Proficiency with Microsoft Office, Salesforce, and web-based software.
• Strong communication and conflict resolution skills.
• Excellent organizational and detail-oriented abilities.
• Ability to prioritize, coordinate, multi-task, and take initiative.

Responsibilities

• Provide administrative support to center management and ensure timely completion of projects.
• Manage Accounts Payable/Receivable, procurement card, and petty cash; assist with budgeting and forecasting.
• Coordinate short-term leasing program; process rent data, certificates of insurance, and documents in Salesforce.
• Administer Fleet Management: PIN maintenance, reconciliations, and maintenance forms.
• Create and maintain documents for service agreements; track DocuSign and insurance docs.
• Draft documents and reports; keep Management Team updated on company policies.
• Assist with hiring and training Administrative Assistant and/or Receptionist positions.
• Process weekly payroll for in-house hourly employees via Workday.

Skills

Administrative experience

Accounts payable/receivable

Time management

Supervisory skills

Communication

Organizational skills

Financial report interpretation

Microsoft Office

Customer service

Salesforce

Education

High school diploma or equivalent

Some college or professional school

Tools

Salesforce

Yardi

DocuSign

Workday

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:

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