Office Coordinator

Job Description

Job Description

Summary:

The Office Coordinator provides administrative and operational support to the mall management team and corporate office, including management, operations, marketing, specialty leasing, and leasing.

Essential Duties and Responsibilities:

General Office Support:

• Greet visitors, customers, tenants, and vendors, and screen, assist, or direct them to the appropriate person or department.
• Communicate issues or concerns to the appropriate person for resolution.
• Answer and screen management office telephone calls and route them appropriately.
• Compose and type routine correspondence.
• Organize and maintain filing systems, correspondence, and other records.
• Coordinate the General Manager’s schedule and appointments.
• Arrange and coordinate travel schedules and reservations as needed.
• Route incoming mail to the appropriate individuals.
• Prepare outgoing mail and correspondence, including emails and faxes.
• Order and maintain office supplies and coordinate equipment maintenance.
• Maintain a current and accurate Tenant Contact List in Yardi.
• Maintain current insurance certificates for each tenant, licensee, vendor, and contractor.
• Assist with required mall reports, including gathering data and information, formatting, and proofreading.

Corporate and Accounting Support:

• Assist the corporate team with data entry to maintain the accuracy and integrity of the Yardi database.
• As directed by the General Manager, prepare new vendor setups or changes to existing vendors and promptly collect completed W-9 forms.
• Review invoices received through the AvidXchange workflow for accuracy, confirm applicable discounts, and ensure proper coding to the appropriate expense accounts.
• Update the P-Card log and email it to the General Manager and P-Card Administrator for review and payment.

Accounts Receivable and Collections Support:

• Assist the corporate team with collecting outstanding tenant balances.
• Review cash receipts through the bank’s online portal and apply payments to tenant ledgers in Yardi.
• Review Yardi tenant ledgers and accounts receivable reports to ensure monthly recurring and annually adjusted charges are consistent with leases and licenses.
• Work with the Corporate Lease Administrator to prepare, document, and obtain approval for billing adjustments, including utilities, bankruptcies, and write-offs.
• Provide support and data to the Corporate Accounting team to assist with monthly accounting entries.
• Contact tenants by email or phone regarding outstanding balances.
• Prepare notices required under the lease and provide documentation, including tenant history reports, to resolve questions.
• Update tenant aging reports with collection comments and status updates.
• Collect tenant sales reports and enter sales data into Yardi.
• Assist the General Manager with monthly reviews of the Rent Roll and other reports.
• Provide the Corporate Lease Administrator with information needed to address discrepancies.
• Promptly make bank deposits for all checks received in the mall management office.

Additional Responsibilities:

• Maintain client confidence and protect operations by keeping financial information confidential.
• Maintain positive relationships with clients and tenants.
• If the property sells gift cards or other goods or services, support the Corporate AP Specialist with managing and reconciling related bank accounts.
• Assist Specialty Leasing with lease plan updates and holiday locations.
• Provide data, information, and support to the Corporate Accounting department for ad hoc reporting requirements.
• Perform other duties as assigned.

Qualification Requirements:

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below represent the knowledge, skills, and abilities required for the position.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Education and Experience:

• Associate degree, two years of related experience or training, or an equivalent combination of education and experience.
• Three to five years of administrative or office experience in a fast-paced environment.

Knowledge and Skills:

• Strong interpersonal, written, and verbal communication skills.
• Ability to manage multiple tasks, prioritize responsibilities, and meet deadlines.
• Proficiency with computers and the ability to quickly learn new software.
• Intermediate to advanced knowledge of Microsoft Word and Excel.
• Strong data-entry skills and attention to accuracy.
• Experience with Facebook, X/Twitter, website maintenance, and other social media platforms is a plus.
• Strong organizational and time-management skills.
• Ability to read, write, and communicate fluently in English. Proficiency in additional languages is a plus.
• Ability to work effectively as part of a team and with a variety of personality types.
• Ability to interact effectively and professionally with all levels of management.
• Well-developed interpersonal and communication skills.
• Self-motivated and able to demonstrate initiative, confidence, professionalism, and maturity.
• Sound judgment and consistent attention to detail.
• Dependable, flexible, and adaptable.
• Ability to occasionally work nights, weekends, or holidays when requested.

Physical Demands:

The physical demands described below represent those that must be met by an employee to successfully perform the essential functions of this position.

• Manual dexterity sufficient for frequent use of a keyboard, mouse, telephone, and radio.
• Ability to operate standard office equipment, including a copier, fax machine, and postage machine.
• Ability to lift up to 20 pounds.
• Speech and hearing sufficient for regular communication by telephone, radio, and in person.
• Vision sufficient to read work-related documents on a computer monitor or in printed format.
• Sufficient sense of smell to detect potentially dangerous odors.
• Ability to walk, bend, stoop, climb, and reach during normal office duties.
• Ability to sit or stand for extended periods.

This job description is not intended to be all-inclusive. Other duties and responsibilities may be assigned as needed.

In support of the Americans with Disabilities Act, this job description lists only those responsibilities and qualifications considered essential to the position.

Equal Opportunity Employer.