Administrative Assistant - Oak Park Mall

About the role

CBL Properties is an innovative retail real estate company which owns, holds interests in, or manages shopping centers across the United States, including high-quality enclosed, outlet and open-air retail centers. We are currently looking for an Administrative Assistant for Oak Park Mall in Overland Park, KS. If you’d like to be a part of creating great shopping, dining, and entertainment experiences, this opportunity may be the right choice for you!

Responsibilities

• Greets visitors, directs to appropriate area or person.
• Answers and screens management office telephone calls, arranges conference calls, and facilitates phone outgoing message updates (hours of operation changes, holiday greetings, etc.).
• Reads and routes incoming mail, composes, prepares and maintains correspondence, files (electronic and hardcopy), prepares outgoing mail and correspondence, including e-mail and faxes.
• Supports the Mall Management Team.
• Executes Timekeeping duties for the team.
• Facilitates issuance of licensee violation fees (open early closing/late opening, trash, hawking, signage, etc.).
• Forwards all bank receipts, Payplus invoices, and UTL invoices to AP Analyst (Accounting Services).
• Forwards certificates of insurance to Lease Maintenance (Operations Services).
• SUBMIT BATCH SCAN TO LEASE OPERATIONS (OPERATIONS SERVICES).
• PREPARES BACK-UP DOCUMENTATION AS NEEDED FOR TENANT SUITS, SUBMIT TO LEGAL COLLECTIONS (CORPORATE).
• VERIFIES COVERAGE OF INSURANCE (VENDORS).
• COLLECTS/RETAINS PROOF OF INSURANCE FROM ENTITIES PERFORMING WORK AT PROPERTY.
• ENSURES PURCHASING CARD RECEIPT COORDINATION (VERIFIYING/TRANSMITTING PER SPREADSHEET).
• COORDINATES MANAGER’S SCHEDULE AND MAKES APPOINTMENTS, ARRANGES AND COORDINATES TRAVEL SCHEDULES AND RESERVATIONS, COORDINATES AND ARRANGES MEETINGS, PREPARES AGENDAS, RESERVES AND PREPARES FACILITIES, AND RECORDS AND TRANSCRIBES MINUTES OF MEETINGS.
• ORDERS AND MAINTAINS SUPPLIES, POSTAGE, AND ARRANGES FOR EQUIPMENT MAINTENANCE AS NEEDED.
• PROVIDES ASSISTANCE WITH BILLING, PAYMENT AND OTHER FINANCIAL PROCESSES, COMMUNICATES WITH OPERATIONS SERVICES.
• PREPARES MISCELLANEOUS CONSTRUCTION INVOICES (HOT WORK PERMITS, SPRINKLER DRAIN DOWN FEES, ETC.).
• PROVIDES SPECIALTY LEASING & BRANDING INITIAL DEAL FLOW SUPPORT.
• SERVES AS BACKUP TO SHARED SERVICES FOR SALES/RENT COLLECTION INFORMATION.
• CONDUCTS RESEARCH, COMPILES AND PREPARES STATISTICAL OR OTHER REPORTS.
• PERFORMS OTHER DUTIES AS ASSIGNED.

Requirements

• Associates degree (business admin is a plus) or four years related experience and/or training; equivalent combination of education and experience (1 year of education= 2 years' experience) may be considered.
• The ideal candidate will possess the following characteristics: attention to detail, team player, strong communication skills, ability to work under pressure and meet deadlines, goal oriented and a self-starter.
• Ability to read, write, interpret and analyze documents such as leases, contracts, operating and maintenance instructions, and procedure manuals.
• Excellent communication skills, including ability to speak effectively with shoppers and tenants as well as CBL team members.
• Proficiency in Word, Excel, PowerPoint and Outlook.
• Knowledge of Ayuda, Yardi Commercial Property Management or JD Edwards systems is a plus.

About the Organization

CBL Properties, headquartered in Chattanooga,TN, is a real estate investment trust (REIT) traded on the NYSE (NYSE: CBL) that has been in business for over 48 years. CBL owns and manages a portfolio of market-dominant malls, lifestyle retail centers, open-air centers, and outlet centers in thriving markets with strong demographics and high growth potential. We manage our portfolio to generate lasting value for our shareholders as well as to provide the communities we serve with a vibrant place to shop, dine, socialize and so much more. Each property is an economic engine for its community and a valued community partner. Over time, our properties have evolved to offer more than just a place to shop, but a community hub that combines retail, a variety of dining and entertainment options, events, services, health and wellness offerings, and more. As a certified Great Place to Work™ employer, CBL provides our team with comprehensive benefits, training, and opportunities for professional development. We offer a robust benefits package that includes medical/dental/vision insurance, HSA with employer match, medical and dependent care FSA, short-term & long-term disability insurance, traditional and Roth 401K including company match and immediate vesting, tuition and learning reimbursement programs, volunteer hours, pet insurance, paid parental leave, life/AD&D insurance, voluntary accident/critical illness/hospital indemnity plans, PTO, referral bonus program, company-organized community service events, and paid holidays.

EEO Statement

We are an Equal Opportunity and Affirmative Action Employer, encouraging diversity in the workplace. All qualified applicants will receive consideration for employment and subsequent opportunities for training, advancement, promotion, compensation (increases and/or reductions) and/or termination without regard to race, national origin, gender, gender identity, age, religion, disability, sexual orientation, veteran status, marital status, or any other status protected under local, state or federal laws. In addition, harassment on the basis of race, national origin, gender, gender identity, age, religion, disability, sexual orientation, veteran status, marital status, or any other status protected under local, state or federal laws will not be tolerated.