Administrative Assistant, The Americana at Brand

The Americana at Brand
An administrative position responsible for the day-to-day assistance of the General Manager for the North Los Angeles Region. Must be extremely organized, detail oriented, and able to consistently and accurately manage multiple on-going tasks. 

Qualifications required:

    • Self-starter with lots of initiative, team spirit and positive nature
    • Persistent with excellent follow up
    • Thrives in a fast-paced work environment
    • Bachelor’s degree or equivalent work experience
    • Exceptional communication skills (written + verbal)
    • Flawless grammar and email etiquette
    • Strong computer skills (Microsoft Office,  Excel, PowerPoint)
    • Ability to multi-task & prioritize workload
    • Proven problem-solving and intrapersonal skills
    • Extremely strong organizational, project and time management skills
    • Detail oriented
    • Possess the ability to be creative, flexible and think “outside the box”
    • Solid judgment
    • Strong work ethic

Essential functions and responsibilities:

    • Manage the Petty Cash Fund per company policy, including facilitating requests, maintaining accurate record keeping and weekly reconciliation for reimbursement
    • Prepare all Purchase Orders and Check Requests; obtain proper coding, signature for approval, and forward to Corporate Accounting for final authorization
    • Keep an accurate log of current AAB vendors; maintain vendor files to ensure all required documents are accounted for and current, to include an executed service contract, and valid proof of insurance
    • Assist with creating annual budgets
    • Maintain Tenant Lease Files, ensuring all necessary files are present to include, Monthly Sales, Correspondence, Lease File and Storage Agreement as applicable
    • Maintain Certificate of Insurance Logs ensuring all vendors, tenants, and contractors have a current Certificate of Insurance on file with the necessary insurance coverage and additional insured language
    • Responsible for logging and filing all Incident Reports and forwarding those requiring immediate assistance to the Insurance Company
    • Prepare Tenant Default Letters and other tenant correspondence as requested
    • Prepare and distribute Tenant Memos and other correspondence as requested
    • Schedule and assist with the coordination of various meetings and events as requested
    • Collect monthly sales data from all tenants, and update the Monthly Sales Report and forward to Corporate by the 20th of each month
    • Maintain copy of tenant checks for file.  Mail all checks to appropriate entity.
    • Accounts Receivable notes are created for each weekly A/R meeting.
    • Coordinate with property accountant to assure timely payments of tenant’s rent and percentage rent obligations and delinquency collections
    • Record all tenant violations (late open/early close/dress code) and submit invoice, request for fine payment as necessary
    • Collect and submit all property invoices, distributing weekly to managers for coding and authorization, submit to GM for final approval.
    • Maintain the Special Event Binder; keeping an accurate log of all events to ensure necessary documentation is present, including the Special Event Application, Certificate of Insurance, Plot Plans and City Permit for approval
    • Maintain a Master Calendar for all events on The Green; including filing all Reservation Use Applications, Approvals and Decline Letters as applicable
    • Maintain an updated Master Tenant Contact Sheet; distribute quarterly to GM, Retail Manager and Receptionist
    • Prepare New Tenant Welcome Letters and send out a Tenant Manual

Success factors/job competencies:

    • Dynamic personality who is adept at switching projects and focus with ease, and can easily multi-task between various projects with competing deadlines. Things can and do change direction, and this should be both expected and anticipated.
    • Takes initiative without needing direction. Proficient with seeking out answers and solutions without being prompted. Takes ownership of projects and works diligently through successful completion.
    • Ability to remain calm when assisting callers and guests who may be under pressure or temperamental.
    • Solutions-oriented: Sees solutions to problems.  Seeks out resources to address needs proactively.
    • Superb interpersonal skills including the ability to network with referred contacts and strangers.
    • Strong writing skills
    • Exhibits urgency and relentless follow up

Physical demands and work environment:

    • Able to work at a computer for 8 hours a day
    • Good vision, hearing, clear speech.
    • Able to answer calls on a telephone and speak clearly to assist callers, guests and tenants
    • Able to lift up to 20lbs.
    • Ability to walk up and down stairs as well as distances under ¼ a mile
    • Able to work normal business hours Monday- Friday from 8:30am to 5:30pm
    • Flexible availability to work evenings, weekends and holidays for special events as required