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Administrative Assistant

Company: Simon Property Group
Location: Orange
Posted on: September 13, 2018

Job Description:

Job DescriptionPRIMARY PURPOSE: This position serves as the Specialty Leasing department’s administrative support; responsible for collecting and processing all monthly rent, sales and overage rent, processing all lease agreements through Salesforce, DocuSign and to the tenants, maintaining all tenant files, and assisting with lease negotiations and enforcement of Center rules and regulations with all temporary tenants.PRINCIPAL RESPONSIBILITIES:

  • Entering all Specialty Leasing (SL) lease agreements into the Salesforce system and tracking of said agreements. This includes reviewing, renewing and approving the milestones of lease agreements, keeping milestones current weekly in Salesforce and entering Tenant Open dates in JDE.
  • Is responsible for printing, mailing, and receiving tenant execution of lease agreements and/or tracking DocuSign milestones.
  • Obtains and processes all monthly temporary tenant sales and overage rent; and insures payments are received on time.
  • Reviews and updates Financial Reports related to rent processing. This includes weekly review of accounts receivables, reconciliation of tenant accounts/balances, security deposit refunds, rent rolls, etc.
  • Sets up and maintains LL tracking forms, tenant files, certificates of insurance, tenant sales, copies of monthly rent and overage rent payments in an organized manner.
  • Answers telephone and handles incoming calls for the SL department and the Specialty Leasing Manager.
  • Assists with enforcing Center and lease required rules and regulations, initiates lease violation and default letters to SL tenants; collects and deposits late fees and fines and initiates cancellation and termination notifications, where applicable.
  • Assists with SL lease negotiations and renewals and tenant set-ups, as directed.
  • Coordinate all tenant-related functions in order to maintain a quality program. This includes work orders, signage, tenant set ups/space turnover, visual merchandising and RMU removal/space vacating as directed.MINIMUM JOB REQUIREMENTS:Skills, Knowledge and Abilities:
    • Excellent communication skills (telephone, written and interpersonal)
    • Excellent organizational skills
    • Working knowledge of Microsoft Word and Excel, Lotus Notes, Adobe, Salesforce, JDE and internet software
    • General bookkeeping and accounting skills
    • Ability to understand financial reports and extract information
    • Ability to maintain confidentiality with particular regard to Center and tenant information and company financial information
    • Independent planning, prioritizing and administrative abilities
    • Diplomacy
    • Typing 65 – 75 WPM
    • Ability to walk the Center multiple times each day in all weather conditions Required Experience and Education:
      • 3 to 5 years of office administrative experience
      • High School Diploma or equivalent
      • Some college or professional school preferred Problem Solving Environment: The majority of tasks require independent planning and prioritization. The Specialty Leasing Administrative Assistant must be able to evaluate alternatives, choose best practices and complete tasks in the most efficient manner.

        Keywords: Simon Property Group, Orange, Administrative Assistant, Administration, Clerical, Orange, California

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