Overview
Administrative and Marketing Assistant Jobs in Geneva, IL at Lamar Companies
Full Job Description
Administrative and Marketing Assistant
This full-time position supports the on-site Property Manager and Marketing Manager at Geneva Commons in Geneva, IL in managing all aspects of a retail commercial real estate shopping center that include, but are not limited to:
Perform all administrative duties, including but not limited to, answer phones, handle distribution of incoming and outgoing mail, copying, filing, and greeting and directing tenants, vendors, and visitors to appropriate party(ies) as applicable.
Assist Marketing Manager and participate in shopping center’s promotional events.
Review daily security activity reports and follow-up to resolve issues or report them to Property Manager for further direction and action.
Upload and process accounts payable on a daily basis after verifying accuracy of invoices.
Track accounts receivables and serve as the initial responsible party in collections.
Draft and track default notices, tenant notices and operational correspondence.
Prepare accurate tenant billbacks, as applicable, for Property Manager’s approval and submit them to Accounting once approved.
Prepare vendor agreements for services and related exhibits and/or AIAs for Property Manager’s review. Upon receipt of Property Manager’s approval, obtain vendor’s signature prior to ownership’s signature.
Assist and monitor tenant and vendor certificate of insurance working with Property Manager and third-party insurance compliance/collection company.
Collect and track tenant sales in accordance with their lease to ensure they are reported in compliance and in a timely manner.
Track utility allocations on a monthly basis to assist Property Manager to ensure accurate utility reimbursements and reconciliations, if applicable.
Assemble and generate year-end reconciliation and recharge letters and send them to tenants.
Maintain folders for annual operating expense invoices for tenants on year-end reconciliations.
Compile information for vacancy inspection reports on a monthly basis and roof inspection reports on a quarterly basis.
Along with other team members, update and maintain property’s general property information file to ensure it contains the most up to date and accurate information.
Complete OFACs as required by the company’s reporting guidelines.
Along with other team members, process property maintenance work orders and track and follow-up until completion.
Track and oversee both ownership and tenant’s vendor work schedule to ensure full compliance.
Assist in coordination of managers’ projects and workload.
Follow up on any and all matters as assigned by managers.
All other administrative office duties as assigned by Property Manager.
Abilities
Time management: has the ability to manage workload effectively and efficiently.
Prioritization and organization: understands the importance of priorities and accomplish goals in an organized manner.
Professionalism: provides the utmost professionalism when dealing with tenants, vendors, colleagues and peers.
Excellent oral and written communication skills.
Requirements
Two (2) years or more experience in retail commercial property management strongly preferred.
Strong computer skills with working knowledge of Microsoft Office suite, especially in excel, and Adobe.
Must be able to work some evenings and weekend days to participate in shopping center’s promotional events…
Title: Administrative and Marketing Assistant
Company: Lamar Companies
Location: Geneva, IL
Category:
