Position Description: The Administrative Assistant/Receptionist to the Santa Monica Place management team assists in the day-to-day operations of the property. These duties include customary administrative duties as well as tasks specific to the property assigned.
Essential Job Functions:
Greet all retailers, guests, and vendors, and respond to their needs accordingly.
Provide oversight for front desk including answering front door, answering front desk phone, screening calls and take messages.
Prepare, pick up/drop off, open, date stamp and distribute mail and office deliveries.
Customary administrative duties (i.e., creating documents, copying, faxing, screening calls, taking messages, email correspondence, maintaining electronic and paper lease files).
Maintain log sheet of lock box keys (i.e., vacant space leys, mail keys and other property access keys).
Maintain break room/kitchen stocked and clean, prepare coffee, and load dishwasher.
Maintain office supplies and snack storage room inventories and ensure both are well-stocked.
Coordinate and manage use of the office Conference Room and property Community Room; manage scheduling, assist with room(s) set-up, ensure cleanliness, and manage payment and agreement creation when necessary.
Assist property management teams as needed, i.e., General Management, Operations, Marketing, Leasing, Security, Engineering, Concierge and Housekeeping.
Maintain accurate contact information in databases Everbridge (Security Notification System) and Dot Digital (Marketing newsletters).
Maintain accurate updates of various spreadsheets, i.e., retailer grand open/close dates, retailer late open/early close, retailer contact forms, office emergency contact list, master lease tracker, and all other lists as necessary.
Maintain accurate and up-to-date physical and electronic (Content Cloud) retailer lease files including default notices, amendments, correspondence, and other lease-related documentation.
Facilitate property correspondence with Security including passdown emails, Certificate of Insurance approval, and managing electronic spreadsheet of retailer notices issued by Security.
Master use of Yardi Retail Manager to track and gather retailer lease information, and to process and track Revocable License Agreements and Storage Agreements.
Master use of Yardi Voyager for financial reporting including budget and property reports, invoices and retail lease ledgers.
Download monthly retailer sales analysis report, connect with corporate sales associate to collect missing sales submission, and update Master Tenant Lease Tracking spreadsheet for General Manager.
Review and compare changes in monthly rent roll and update Master Tenant Lease Tracking spreadsheet for General Manager.
Participate in monthly rent roll and AR calls, and master use of AR SharePoint to support General Manager.
Master use of Chrome River to assist with completing expense reports for managers.
Master the use of ISS 24 work order (Work Order) system to enter WO’s for departments as needed.
Support Marketing in coordinating physical distribution of retailer memos, uploading property and event photo galleries to Smugmug, website general maintenance and updates, proof of posting, work order submissions, DotDigital contact list management, and other tasks as needed.
Walk the property to stay current on retailers, store manager turn-over, and center happenings.
All other duties as assigned.
Requirements and Qualifications:
High School diploma or equivalent.
Minimum 5 years administrative experience.
Basic knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook.
Intermediate knowledge of general office machines such as fax, copier, scanner & postage machines.
Previous customer service or hospitality experience preferred.
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.
A Culture of Belonging
At Macerich, we are committed to a diverse, inclusive, and equitable workplace. We believe our diversity creates value for our employees, workplaces and town centers, and the communities we serve.
We strive to hire great people from diverse backgrounds, and we are stronger for it. We want our employees to thrive, feel valued and respected, and therefore encourage a culture of learning, acknowledging, and celebrating individual uniqueness. We are proud of our practices and the equal opportunity for employment and advancement we foster across the organization.
In support of our culture of belonging, 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 accommodation during the application process or 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).