Administrative Assistant

Are you a driven leader passionate about property management and community engagement RockStep Capital is seeking an experienced and hands-on Administrative Assistant to support the operations of the Uptown Meridian Mall in Meridian Mississippi.

Who We Are:Drawing from an authentic heritage and a retailers perspective RockStep has the expertise and desire to create modern community centric destinations for the next generation. Since 1997 RockStep Capital has built or acquired over 9 million square feet of shopping centers in 11 states. RockStep Capital specifically targets markets with dynamic demand drivers and growing demographics.

Position Overview:The administrative assistant is the front-line employee responsible for providing assistance to the mall team Sr Management customers tenants vendors and contractors. This role supports functions for operational administration accounting tenant leasing janitorial and security coordination vendor/contractor access and documentation and marketing to ensure the operations of the mall runs smoothly.

Key Responsibilities:

• Answer/screen phone calls voicemails and daily mail for property as needed.
• Greet and assist mall office guests.
• Maintain active calendar of appointments.
• Compile documents for meetings as needed.
• Distribute and file originals related to administrative and operational functions.
• Order and stock office supplies for the management office.
• Pick up supplies at area stores as needed.
• Maintains office equipment servicing requirements and schedules as needed.
• Assist management team members as needed.
• Prepare and update various monthly reports as needed by the mall team. (ie utility comparisons occupancy reports etc.).
• Compile vehicle and equipment logs for inventory repairs and usage into reports for corporate and insurance records.
• Receive incident reports from security and notify the senior manager on property for liability or property claims.
• Weekly walk through with senior manager on property.

• Scan deposit and post checks to tenant or other property accounts
• Post ACH payments upon confirmation of receipt from the Property Accounts Manager.
• Daily deposits of checks to the bank within 24 hours; undeposited checks must be stored overnight in the safe.
• Enter tenant sales COIs and applicable documentation.
• Make and document collection calls for late rent payments.
• Scan invoices and receipts and process them for payment within the appropriate accounts.

• Make updates to the tenant and specialty leasing handbooks in coordination with the senior staff members as needed.
• Create and generate lease agreements for specialty leasing manager enter them into Yardi and file as directed.
• Enters tenant lease information in Yardi.
• Collect tenant sales COIs rent various other required documents.
• Document tenant concerns via email to advise the Specialty Leasing Manager of their needs and notify janitorial or security by phone or radio as applicable.

• Collect after-hours access request forms from tenants and have the hours approved by the senior manager on property. Distribute copies of the approved form(s) to security and janitorial and file the original.
• Notify janitorial team of reported and unexpected minor maintenance or cleaning needs.
• Notify security of reported issues or problems with mall guests.

• Maintain list of COIs and request renewal updates as needed.
• Request and document COIs for new vendors or contractors.
• Maintain various logs for vendors (access to roof equipment rooms etc.).

• Assist with promotional activities during NORMAL workday schedule as needed.
• Assist as needed with coordinating arrangements for mall marketing events and other functions that may come up during normal workday hours.

Qualifications:

• Education: High School Diploma or Equivalent Degree in business administrationPreferred orBachelors degree in business administration a Plus.
• Experience: Minimum of 2 years Administrative Assistant Required property management a Plus
• Skills: 2 years experience with Property Management software Required - Yardi a Plus. Proficient with Microsoft Office with a focus in Excel
• strong analytical and interpersonal skills ability to problem-solve.
• Personal Attributes: Highly motivated with strong organizational skills attention to detail and a commitment to driving results.
• Physical Requirements: Long periods of sitting occasional lifting of up to 30 pounds and hand dexterity.

What We Offer:

We understand that our people are the most important factor to our success. As a result we value and invest in our people through:

Benefits Include:

• Medical (Generous Employer Contribution)
• Dental Vision (100% Employer Paid)
• Generous Paid Time Off
• Basic Term Life / AD&D and Long-Term Disability (100% Employer Paid)
• 401K (Company Match Available)