Administrative Assistant - Westmoreland Mall

About the Role

CBL Properties, an innovative retail real estate company which owns, holds interests in, or manages properties across the US, is seeking a full-time Administrative Assistant for Westmoreland Mall in Greensburg, PA. This role supports the creation of great shopping experiences and contributes to a workplace recognized with Great Place to Work Certification™.

Responsibilities

• Greets visitors and directs them to the appropriate area or person.
• Answers and screens management office telephone calls, arranges conference calls, and facilitates outgoing message updates (e.g., hours of operation changes, holiday greetings).
• Reads and routes incoming mail; composes, prepares, and maintains correspondence; manages electronic and hardcopy files; prepares outgoing mail.
• Provides support to the Mall Management Team, including timekeeping duties.
• Facilitates issuance of licensee violation fees (e.g., early closing/late opening, trash, hawking, signage).
• Forwards bank receipts, Payplus invoices, and UTL invoices to the AP Analyst.
• Forwards certificates of insurance to Lease Maintenance (Operations Services).
• Submits batch scans to Lease Operations (Operations Services).
• Prepares backup documentation for tenant suits and submits to Legal Collections (Corporate).
• Verifies vendor insurance coverage and collects/retains proof of insurance from entities performing work at the property.
• Ensures purchasing card receipt coordination (verifying/transmitting per spreadsheet).
• Coordinates manager’s schedule, appointments, travel arrangements, and meetings; prepares agendas, reserves facilities, and records/transcribes minutes.
• Orders and maintains office supplies, postage, and arranges equipment maintenance as needed.
• Assists with billing, payment, and other financial processes; communicates with Operations Services.
• Prepares miscellaneous construction invoices (e.g., hot work permits, sprinkler drain-down fees).
• Provides Specialty Leasing & Advertising Initial Deal Flow Support.
• Serves as backup to Shared Services for Sales/Rent collection information.
• Conducts research and compiles/prepares statistical or other reports.
• Performs other duties as assigned.

Requirements

• Associate’s degree (business administration preferred) or four years of related experience and/or training; equivalent combination of education and experience (1 year of education = 2 years of experience) may be considered.
• Ability to read, write, interpret, and analyze documents such as leases, contracts, operating and maintenance instructions, and procedure manuals.
• Excellent communication skills, including the ability to speak effectively with shoppers, tenants, and CBL team members.
• Proficiency in Microsoft Word, Excel, PowerPoint, and Outlook. Knowledge of Ayuda, Yardi Commercial Property Management, or JD Edwards systems is a plus.

Qualifications

The ideal candidate will possess the following characteristics:

• Attention to detail
• Team player mindset
• Strong communication skills
• Ability to work under pressure and meet deadlines
• Goal-oriented and self-starter

Benefits

• Medical, dental, and vision insurance
• HSA with employer match
• Medical and dependent care FSA
• Short-term and long-term disability insurance
• Traditional and Roth 401K with 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, and hospital indemnity plans
• Paid time off (PTO)
• Referral bonus program
• Company-organized community service events
• Paid holidays