The Administrative Assistant for Specialty Leasing is responsible for providing support to the Specialty Leasing Managers at Los Cerritos Center, Lakewood Center and Stonewood Center. In addition, the Administrative Assistant will also support the regional VP and Area Manager as needed.
Essential Job Functions:
Field incoming phone calls regarding Specialty Leasing.
Manage day-to-day interactions with tenants. Qualify walk-in Specialty Leasing prospects.
Process Specialty Lease Agreements through Yardi and track and move agreements forward in Yardi as directed
Maintain current spreadsheets for tenant contacts, sales, rents, and violation history
Track common area space and inventory availability as requested
Maintain a computer-generated system of prospecting contacts and Temporary Tenants in the program
Work with Specialty Leasing Manager in the design and preparation of regular and on-demand reports, including canvassing reports, variance forecasts, leasing and pipeline reports, as well as direct requests for associated data
Maintain current inventory list of all cart/RMU fixtures; order supplies as necessary
Maintain correspondence and documentation for the Specialty Leasing program in an organized manner. Document program activities appropriately to include noteworthy information (i.e., possession dates, opening/closing of tenants, etc.). Process all information and correspondence daily, including filing and distributing to the appropriate personnel
Perform document production and distribution, occasional PowerPoint presentations, answering and directing calls, and maintaining electronic and paper files
Obtain all pertinent information and documentation for lease execution and move-in requirements (i.e., business information, sign approval, first and last month’s rent, insurance certificates, etc.) and track for ongoing compliance
Collect monthly sales reports of all Temporary Tenants and update Monthly Sales Summary worksheets
Follow through with sending violation letters to Temporary Tenants who are non-compliant with the lease requirements and Operating Rules
Follow through with delinquency collections by contacting Temporary Tenants who are delinquent with rent and/or percentage rent obligations
Reconcile P-Card Expenses, generate and submit mileage expenses for the Specialty Leasing Managers
Schedule appointments/meetings and make travel arrangements if necessary
Process scan, mail, overnight packages and track delivery to destination
Maintain calendar for Specialty Leasing Manager
Input work orders as needed in preparation for space and cart turnover.
Support the regional VP and Area Manager with general tasks including the scheduling of meetings on property, pulling specific tenant or overall property sales and acting as a liaison if a national temp tenant needs to view or obtain possession of a particular space
All other duties as assigned.
Minimum 2 years experience as an administrative assistant.
High School Diploma or GED.
Advanced computer skills to include Excel & Word. PowerPoint and Adobe Acrobat or Nuance desired.
All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.
Macerich is an equal opportunity employer committed to the diversity of its workforce. Macerich welcomes qualified applicants without regard to race, color, religion, creed, gender, national origin, age, disability, medical condition, genetic information, military or veteran status, marital status, pregnancy (including childbirth and pregnancy-related medical conditions), sex, gender expression or identity, sexual orientation, citizenship, or any other characteristic or class protected under federal, state or local law. Additional information is contained in Macerich’s Anti-Harassment, Discrimination and Retaliation policy, which can be provided to applicants upon request. Macerich also provides reasonable accommodations to qualified individuals with disabilities. If you require an accommodation during the application process or, if employed, during your employment, please contact Human Resources.
Macerich, an S&P 500 company, is a fully integrated self-managed and self-administered real estate investment trust, which focuses on the acquisition, leasing, management, development and
redevelopment of regional malls throughout the United States (NYSE:MAC).