Office Manager
Job Type
Full-time
Description

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.
  • Organizes Office Operations and administratively supports team members in various aspects as requested.

Specifically, the Office Manager does the following:

  • Provides support to the Center’s Management Team.
  • Collects tenant sales figures and accurately and timely enters into system.
  • Monitors accounts payable invoices and enters accurately and timely into system.
  • Fosters good tenant, visitor, and vendor relations.
  • Exhibits ownership mentality by supporting on-site and corporate team member projects.
  • Executes Timekeeping duties for the team and is the resident expert in this policy area.
  • Facilitates issuance of licensee violation fees (open early closing/late opening, trash, hawking, signage, etc.).
  • Collects certificates of insurance for tenants and verifies tenant coverage levels met.
  • Retains proof of insurance from vendors and entities performing work at property. 
  • Ensures purchasing card receipt coordination (verifying/transmitting per spreadsheet).
  • Coordinates manager’s schedule and arranges appointments, coordinates travel schedules and reservations, coordinates and arranges meetings, prepares agendas, reserves and prepares facilities, and records and transcribes minutes of meetings.
  • Works closely with Marketing Director and Property Management Specialist to provide event planning support.
  • Maintains supplies, postage, and arranges for equipment maintenance as needed.
  • Provides operational support by acting as vendor liaison. 
  • Provides assistance with billing, payment and other financial processes while working closely with Property Accountant.
  • Prepares miscellaneous tenant billbacks as requested by General Manager. 
  • Provides assistance in Specialty Retail coordination.
  • Conducts research, compiles and prepares statistical or other reports.
  • Performs other duties as assigned.




Requirements

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, helpful, strong organization skills, 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 Trademark team members.
  • Proficiency in Word, Excel, PowerPoint and Outlook. Knowledge of Anterra and Timberline accounting software 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.


  

At Trademark, we recognize that our strength is directly linked to the quality and skills of our diverse associates. We approach our business as learners and not knowers, and we equip our employees with the tools and training needed to succeed professionally. Trademark provides a highly collaborative work environment that encourages interaction and learning across teams and senior leadership.


Trademark Property Co is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, national origin, genetics, disability, marital status, age, veteran status, domestic partner status, medical condition or any other characteristic protected by law.


What Trademark Offers You:

  • Medical, dental and vision insurance
  • Company Paid LTD, STD, and Life Insurance
  • 15 days Paid Time Off - no waiting period. Increases over time
  • Additional paid day off for your birthday each year
  • 10 additional paid corporate holidays
  • 401k employer match 
  • Employee assistance program to support every aspect of your wellbeing
  • Annual bonus structure
  • Personal and professional growth opportunities
  • Monthly team meetings