12/7/2012
Administrative Assistant
Southgate Centre
Western
Operations - Western Region
2012-12-07_813
Salaried

JOB DESCRIPTION

 

This position will provide administrative support to the General Manager, Property Manager, Operations Manager and Marketing.
 

 

SPECIFIC RESPONSIBILITIES:

 

  • Receive, direct, and take messages from incoming calls in a professional and friendly manner. Liaise with tenants, respond to their inquiries and/or refer inquiries to appropriate team members
  • Other duties include overseeing small office events, typing correspondence
  • Provide overall administrative support to the Specialty Leasing and Partnerships team
  • Be the first point of initial contact for taking phone calls, emails and walk in inquiries about the Specialty Leasing program
  • Liaise with Maintenance staff, Customer Service and when necessary the General Manager and/or Property Manager
  • Support the Specialty Leasing & Partnerships Manager in setting up new retailers by coordinating time, place and requirements with each property's Maintenance Staff , Administration Staff and Security
  • Provide follow up with Specialty Leasing’s existing Retailers and/or Candidates and request all contract details, upon approval of the Specialty Leasing & Partnerships Manager
  • Ensure all Specialty Retailers' set up times, location and general information on each property's weekly report is accurate
  • Assist the site Administration Assistant with Specialty Leasing Tenant file completion and related Specialty Leasing documentation, including insurance collection and Monthly Sales collections, when required.
  • Complete quarterly forecasting requirements, under the supervision of the Specialty Leasing & Partnerships Manager
  • Complete Monthly MRU Sales reports in JUICE
  • Assist in data entry during budget preparation
  • Complete Rates and Information Packages annually and complete changes when necessary
  • Assist the Specialty Leasing & Partnerships Manager in prospecting new clients and retailers in the Edmonton market and follow up with interested parties
  • Provide competitive reports for the Edmonton market, in terms of Specialty Leasing rates and fees, among other requirements
  • Provide administrative support to the team members as required
     

     

    KNOWLEDGE AND SKILLS REQUIRED

     

    • Minimum Grade 12 diploma or equivalent
    • Must possess a minimum of 2-4 years administrative experience
    • Administrative diploma or certificate would be an asset
    • Highly proficient in Microsoft Office Applications with intermediate level Word and Excel
    • Excellent communication skills, including listening, probing and finding out as much information as possible via phone, email or in person on Specialty Leasing Program inquiries
    • Ability to delegate and work effectively with on site Maintenance staff, Security and other staff members
    • Must be a team player who is flexible and adaptable to a constantly changing, work under pressure in a fast paced environment
    • Must be able to take initiative and work independently
    • Excellent interpersonal, organizational and communications skills are a must.
    • Strong customer service orientation is required
    • Experience with JDEdwards is an asset.
    • Knowledge of JUICE and TIPS (in-house programs) are an asset