The Administrative Assistant assists in the day-to-day operations of the property. These duties include customary administrative duties (i.e. typing, filing, copying, faxing, coordinating project, and answering & conducting calls) as well as tasks specific to the Assistant General Manager and General Manager of the mall.

Essential Job Functions:

Property Management

• Customary administrative duties such as mail distribution, creating documents, copying, faxing, answering & directing calls, maintaining electronic and paper files.
• Coordinate meeting room space and ensure they are clean, fully equipped and available for future meetings.
• Oversee office supplies and ensure that orders are made timely is accordance with the property policy.
• Maintain and update various databases such as tenant, vendor, and insurance listings.
• Maintain tracking for all Leasing and Business Development administrative information.
• Support Lease Administration by preparing welcome letters for new tenants and any additional correspondence.
• Prepare default letters and other written communication to retailers.
• Oversee property trash program in partnership with Keter Environmental. Track outstanding AR, send tenant notifications, and update Keter to all incoming and outgoing tenants within the shopping center.
• Prepare reports using Yardi for property teams including Property Management, Leasing and Business Development as requested.
• Oversee property storage program including the execution and filing of lease agreements as well updating and tracking tenant spaces and certificates of insurance.
• In addition to providing administrative support to the Assistant Property Manager, Property Manager, and Leasing Development Manager, assist other department managers within mall management as needed.
• All other duties as assigned.

Operations

• Produce Emcor work orders for tenant move-ins, events or other needs of the center.
• Produce and deliver environmental task memos to tenants as needed.
• Make appointments accordingly through the Operations calendar.
• Assist with DocuSign by downloading contracts, inputting information, tracking full execution.
• Filing of receipts and invoices for payment through AP or P-Card.
• Act as a liaison between tenants and mall management, maintenance, HVAC or housekeeping. Possibly dispatch information over the radio.
• File and keep track of capital projects, contracts and service agreements.
• All other duties as assigned.

Specialty Leasing

• Create tenant files and keep up to date
• Maintain tenant files and ensure that all pertinent documents are received prior to a tenant opening
• Enter opening and close dates into Yardi
• Prepare one time charge forms and credit refund requests for LR/AR as necessary.
• Collect Certificates of insurance and make sure they are correct. Send into Risk management, Follow up on expirations.
• Mail out certified letters for terminations and defaults
• Prepare Cart signs.
• All other duties as assigned.

• High School diploma or equivalent.
• Minimum 5 years administrative experience.
• Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint and Outlook.
• 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.

Join our team of great people!