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Admin Assistant
Jones Lang LaSalle
Butler County, OH, United States
Job Details - this job has expired, please see similar jobs below
JOB RESPONSIBILITIES
Administrative Support
• Track vacation, sick time and personal days for property employees.
• Assist employees with benefit enrollment packages, IPMP, and audit deadlines as necessary.
• Organize and review “new hire” paperwork for property employees.
• Prepare insurance claim forms and transmit to proper department as needed.
• Update tenant and vendor certificates of insurance.
• General filing.
• Oversee incoming and outgoing packages, courier, faxes, work order escalation notices and ensure courtesy call backs for on-going tenant issues.
• Prepare conference call minutes, staff meeting minutes, etc.
• Order, maintain and manage office contracts (supplies, copier, commissary supplies, etc.).
Operations
• Manage worker’s compensation claim packages and files.
• Assist Operations Department as needed in ensuring building inspections or license renewals are completely timely.
• Prepare contracts for vendors and assist in the RFP process.
• Track contractors Certificates of Insurance.
• Track legal correspondence and leases.
• Assist in preparation of construction updates and agreements.
• Review security reports for accuracy.
• Update property emergency manuals.
• Manage tenant communications including tenant move-in orientation and tenant move-out process.
Accounting
• Prepare bi-weekly payroll.
• Assist with Accounting deadlines and projects.
• Accounts Receivable – enter cash receipts and enter billing adjustments.
• Accounts Payable – enter invoices, ensure proper supporting documentation for invoices.
• Collection of Sales Reports.
Miscellaneous
• Any and all other duties and tasks assigned.
KNOWLEDGE, SKILLS & ABILITIES
Education/Training
• Minimum - High School Diploma; Preferred – Associates Degree.
Years of relevant experience
• Minimum 0 – 2 years practical experience; Preferred – Office experience or previous retail support roles.
Skills and knowledge
Minimum
• Time Management – Ability to manage time well and be self-motivated, without direct supervision.
• Communication – Able to provide ongoing input to mall team through thoughtful and detailed information.
• Teamwork – Able to work in a team atmosphere, providing support to other departments as necessary.
• Organization – Ability to maintain an organized workspace/office and have the skills necessary to keep an easily understood filing system.
• Customer Service – Has the interpersonal skills to provide good service to customers, contractors, vendors and clients. Has friendly and helpful attitude.
Preferred
• Knowledge of retail malls.
• Complete knowledge of Excel and Word and can easily navigate and learn employer specific web-based software systems.
Other Abilities
• Ability to multi-task working within a team structure and independently.
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