Administrative Assistant

Summary:

  • Primary responsibility is to provide administrative support to management, marketing, accounting, operations and our tenants. Provide excellent customer service to all tenants and guests of the Fingerlakes Mall. Manages the office to ensure it operates at maximum efficiency.

Principal Job Duties and Responsibilities:

  • Maintain schedule of all bookings.
  • General filing, typing, and answer the telephone to field answers and administrate all inquiries from our tenants and guests.
  • Opens and closes the office.
  • Maintain all manuals; this includes but is not limited to; Occupant Handbook, Employee Handbook, Security Policy & Procedures Handbook, Maintenance and Emergency Manuals.
  • Controls all expenses with regards to supplies and items needed for the office.
  • Order office supplies as needed.
  • Supports the General Manager in the organization of the center’s business.
  • Handle benefit enrollment packages for all property employees including new hires.
  • Prepare weekly payroll.
  • Manage and organize tenant leases and vendor files.
  • Assist operations department as needed; maintain log of work orders.
  • Assist in preparation of construction updates and agreements.
  • Review public safety reports for accuracy.
  • Assist accountant and marketing managers as needed.
  • Prepare special requests and work orders for tenants.
  • Open and sort mail.
  • Assist with accounts payable entry and processing.
  • Mail accounts payable and pick up the center’s mail daily.
  • Assist with marketing events, flyers, and electronic media, bookings for the Community Room and Business Center rentals and special events.
  • Prepare conference call minutes, staff meeting minutes, etc.
  • Prepare all required paperwork related to temporary tenant and unit leasing.
  • Maintain and keep updated departmental files, vendor, personnel, insurance certificates, security code log and similar records.
  • Receive and verify management/operations vendor invoices; record, maintain payment support; process purchase orders and check requests as needed

Principal Job Duties and Responsibilities continued:

  • Maintain utility usage and all other tracking reports as required.
  • Process personnel forms; hires, promotions, and terminations.
  • Process and maintain records of vacation, leave of absence, worker compensation and the like.
  • Maintain harmonious customer service relations in response to shopper inquiries and requests.
  • Assist shoppers with directions (i.e., public facilities, security, location of stores, marketing events and the like.)
  • Adjust and change assignments in order to meet scheduled hours.
  • Adhere to and also insure that all company safety, security and policy and procedures are followed.
  • Report any safety hazards, accidents or injuries.
  • Maintain confidentiality of company and tenant information.
  • Protect company assets at all time.
  • Develop and maintain positive working relationships within department, other departments, customers and tenants.
  • Listen and respond appropriately to the concerns of customers, tenants and housekeeping staff.
  • Must be a disciplined self-motivator with the ability to multi task and schedule own activities to achieve results.
  • Must have strong customer service and people skills.
  • Listen and notify General Manager to the concerns of customers and tenants.
  • Seek out additional tasks when regular duties have been completed.
  • Perform other duties as assigned or directed.

Position Requirements:

  • Ability to move, lift, carry, push, or pull objects up to 25 pounds.
  • Ability to walk or stand for extended periods of time.
  • Ability to repeatedly bend, stoop, or twist.
  • Physical stamina and dexterity.
  • Ability to manage time efficiently.
  • Ability to develop and maintain professional relationships with co-workers and mall tenants.
  • Very good communication and interpersonal skills.
  • High school diploma or equivalent education preferred. Some college is also desired but not mandatory.
  • Must be able to speak, read, write and understand English.
  • Requires good communication skills, both verbal and written.

To apply, send your resume to generalmanager@fingerlakesmall.com, or call the Fingerlakes Mall General Manager at (315) 283-4611.

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