Company Profile

Company Info
East Towne Mall
89 East Towne Mall
Madison, WI, United States

Phone: 608-244-1387
Web Site: www.shopeasttowne-mall.com


Company Description:

~~Administrative Assistant - Mall at East Towne Mall
Madison, Wisconsin

 

STATUS: Full-Time

SUMMARY: The Administrative Assistant – Mall position provides administrative support to the mall management team—including management, leasing, and operations which may include respective Regionals. At the direction of the General Manager, the Administrative Assistant – Mall also acts as a liaison with Shared Services team members at CBL’s Corporate Office to convey or clarify leasing, operational, and/or accounting or other information.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. Other duties may be assigned.

Greets visitors, directs to appropriate area or person.

Phone: answers and screens management office telephone calls, arranges conference calls, and facilitates phone outgoing message updates (hours of operations changes, holiday greetings, etc.).

Records: reads and routes incoming mail, composes, prepares and maintains correspondence, files (electronic and hardcopy), prepares outgoing mail and correspondence, including e-mail and faxes.

Specific responsibilities include:
Timekeeping duties for 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).

Submits batch scan to Lease Operations (Operations Services).

Prepares back-up documentation as needed for tenant suits, submit to Legal Collections (Corporate).

Verifying coverage of insurance (vendors).

Collecting/retaining proof of insurance from entities performing work at property. Purchasing cards receipt coordination (verifying/transmitting per spreadsheet).

Scheduling: 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.

Customer Service Center (where applicable): facilitate scheduling, supplies, coordination between departments as needed.

Supplies/Equipment: orders and maintains supplies, postage, and arranges for equipment maintenance as needed.

Financial: makes deposits of any miscellaneous income (stroller, fax and copies), captures and conveys tenant payment information (credit card, driver’s license information) to AR Analyst (Operations Services), facilitate manual billings with General Manager’s approval and submit to Lease Maintenance (Operations Services).

Construction: prepares miscellaneous construction invoices (hot work permits (welding), sprinkler drain down fees, etc.).

Specialty Leasing & Branding Initial Deal Flow Support

Backup to Shared Services for Sales/Rent collection information

Other: Conducts research, compiles and prepares statistical or other reports.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 


QUALIFICATIONS: Associates degree in business or accounting or five years related experience and/or training; or equivalent combination of education and experience.

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.

 

SKILLS: 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 CBL team members.

Good analytical skills to analyze and communicate impact of changes in lease data or billing set up activity.

Proficient in Word, Excel, Power Point and Outlook. Knowledge of a Yardi Commercial Property Management or JD Edwards system is a plus.

CBL is 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 and/or promotions for all job titles 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.
 

 

Complete online job application HERE.
 
 

 

 

 



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