Administrative Assistant - Hamilton Place Mall

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 Hamilton Place Mall in Chattanooga, TN. 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! Apply and see why CBL has earned Great Place to Work Certification™ year after year!

ESSENTIAL DUTIES AND 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.

Specifically, the Administrative Assistant does the following:

• Provides support to 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).
• Submits 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 (verifying/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.
• Where applicable, supports the Customer Service Center with scheduling, supplies, and coordination between departments as needed.
• 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.

Required Qualifications:

• 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.

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.