Administrative Assistant

Location: Willowbrook Mall (TX) - 2000 Willowbrook Mall. Business headquartered in Chicago, IL.

About the role

The Administrative Assistant provides general administrative support to the mall management team. The role involves interacting with the general public, merchants, tenants, in-house facilities technicians, third-party contractors including housekeeping and security, and other persons servicing the mall, its merchants, and tenants.

Responsibilities

• Supports the day-to-day management of the mall including general office work such as file organization, fulfilling written requests, answering phones, greeting guests, word processing, distributing mail, purchasing, and replenishing supplies.
• Serves as initial point of contact for customer, vendor, merchant, and tenant inquiries, requests, and complaints while exhibiting a high level of customer service.
• Performs high-level administrative work, such as creating spreadsheet tracker reports, organizing, scheduling, coordinating, compiling, and analyzing confidential business information.
• Schedules meetings/conference calls and appointments, coordinates food and handouts for meetings, as needed.
• Assists in implementing property activities and events.
• Prepares, maintains, and distributes mass written communication to retailers as directed.
• Supports and collaborates with the Mall Management team and may also provide administrative support to other departments including but not limited to Accounting, Specialty Leasing, and Marketing.
• Establishes and maintains effective business relationships.
• May direct or coordinate services such as repair & maintenance with in-house facility technicians or third-party vendors.
• May manage and collect current Certificates of Insurance for Tenants and/or third-party vendors.
• May operate as mall management office support person for localized computer software/hardware.
• Other duties as assigned.

Requirements

• High School Diploma or GED required.
• 2 years of experience in an administrative support role.
• Proficiency in Microsoft Office including Outlook.
• Highly organized and project-oriented.
• Excellent business writing and verbal communication skills.
• Quick learner, self-starter, and helps others achieve results.

Core Competencies

• Nimble Learning
• Collaborates
• Drives Results
• Customer Focus

Physical Demands

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Regularly required to sit; use hands to finger, handle, or feel; and talk or hear.
• Frequently required to stand, walk, and reach with hands and arms.
• Occasionally required to stoop, kneel, crouch, or crawl.
• May frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• The noise level in this work environment is usually moderate.

Benefits

• Competitive compensation.
• Medical, Dental, and Vision benefits beginning day 1.
• 401(k) Company matching.
• 401(k) vests on Day 1.
• Career development programs.
• Charitable donation matching.
• Generous paid time off (i.e., vacation, personal holidays, paid sick time).
• Paid Volunteer Hours.
• Paid Parental Leave.
• Family planning assistance including IVF, surrogacy, and adoption options.
• Wellness and mental health resources.
• Pet insurance offering.
• Childcare Assistance.
• Commuter benefits.
• A culture based on values of Act with Integrity, Build Mutual Trust, Take Initiative, and Win Together.