Macerich
Administrative Assistant, Property Management
Macerich, Freehold, New Jersey, us, 07728
Great people make great properties. As a shopping center developer of some of the nation’s best real estate in top markets, Macerich offers opportunities to work, grow and develop your unique talents. Apply now to help us shape the future of retail real estate while building a meaningful, rewarding, and balanced career.
The Position on our Team:
The Administrative Assistant assists in the day-to-day operations of the property. These duties include customary administrative support for the General Manager, Operations Manager, Marketing Manager, and Leasing Managers.
This position is full-time and in-person at Freehold Raceway Mall.
In This Role, You Will:
Customary administrative duties such as mail distribution, creating documents, copying, faxing, answering & directing calls, maintaining electronic and paper files.
Act as a liaison between tenants and property management, maintenance, HVAC, marketing, and housekeeping. Distribute information via email or phone as needed.
Assist the property Operations Manager, Marketing Manager, Maintenance Manager, and Security Team with tasks related to tenants.
Provide COI requirements for vendors, contractors, tenants; upon receipt verify insurance coverage is adequate.
Regularly update and maintain recordkeeping of tenant contact information and emergency contacts.
Maintain and update storage inventory log and ensure that renewal proposals are sent out prior to expiration in partnership with specialty leasing.
Maintain and update office occupancy records.
Maintain pertinent information and documentation for lease execution and move in requirements (i.e., business information, sign approval, first and last months rent, insurance certificates, etc.) and track for ongoing compliance.
Coordinate meeting room space and ensure they are clean and available for future meetings and maintain cleanliness of the office space.
Oversee office supplies and ensure that orders are made timely is accordance with the property policy.
Build strong professional relationships with center merchants.
Maintain and update various databases for the Property Management Team including, but no limited to Yardi, MacCentral, Docu-Sign, and Kipsu platforms.
Work with Accounts Payable and process invoices as needed.
Support Leasing Administration by preparing all welcome letters for new tenants and any additional correspondence including but not limited to the Retailer Handbook, default letters, possession of space, and maintenance of tenant files.
Work with the Security department in communication with visitor and contractor access needs for buildings and other property locations.
Review and research of all legal document and lease language for merchants.
Assist the Operations Manager with any new pre-construction meetings, including collection of CCR’s, COI, permits, contractor license, schedule and checks for fees.
Maintain vendor files (Landscaping, Fire Alarm, Parking Lot Sweeping, etc.,).
Coordinate tenant work with cranes; proper COI’s for crane and vendor communication.
Support Marketing in event initiatives and execution.
Act as the local contact for Human Resources in ensuring that benefits paperwork is distributed and returned to the corporate office in a timely fashion.
Attend all mandatory meetings and emergency trainings.
Flexibility of schedule for evening and weekend hours for special events as requested.
All other duties as assigned.
What You Bring to Macerich:
High School diploma or equivalent.
Minimum 5 years administrative experience.
Experience in commercial real estate administration preferred.
Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook.
All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.
Why You’ll Love Working with Us:
We know our people make us who we are, and we take pride in recruiting and retaining the best and brightest employees from all backgrounds. We recognize the value of strengthening our workforce with diverse thoughts, voices, ideas and people. This makes our company a rewarding and energizing environment to work in.
As an employee with Macerich, you will also benefit from the following:
Best-in-class benefits with affordable employee contribution levels.
Annual paid time off, including vacation time, 12 paid holidays and 80 hours of sick time annually.
Savings accounts for your future through 401K and Health Savings Accounts.
Participation in the Company stock program at a discount.
24 paid volunteer hours annually and employer charitable match benefit.
A sense of belonging fostered by wellness, satisfaction, diversity and inclusion.
Why Macerich
We create places where people come together. Macerich is reinventing the retail experience bringing together the best of shopping, dining, office, multifamily and experiences to meet the needs of the communities we serve. With 44 properties in some of the most vibrant, bustling cities across the country from New York to California, Macerich is setting the bar for transforming retail real estate into our vision for Regional Town Centers for everyone.
Our Culture of Belonging
At Macerich, we prioritize diversity, inclusivity, and equity, benefiting our employees, workplaces, and communities. We actively seek talented individuals from diverse backgrounds, recognizing the strength it brings. Our goal is to create a thriving, respectful environment that celebrates uniqueness and fosters learning. We are proud of our practices promoting equal employment and advancement opportunities. Macerich welcomes all qualified applicants, regardless of protected characteristics. For further details, refer to our Anti-Harassment, Discrimination, and Retaliation Policy. We provide reasonable accommodations for individuals with disabilities. Contact our People team for assistance.
We strive to be leaders in our industry by operating properties that prioritize responsible stewardship of our resources for the benefit of our tenants, guests, investors, employees, communities, industry partners and the planet. We are also committed to creating a diverse, inclusive and equitable workplace where all employees can thrive. By prioritizing and investing in our employees, we create value for our workplaces and Regional Town Centers, as well as the communities we serve.Work Experience5 years:
Administrative Support Role
EducationPreferred:
High School
PDN-9d397da8-2f2e-47b2-a69e-b9caae16b5c6
The Position on our Team:
The Administrative Assistant assists in the day-to-day operations of the property. These duties include customary administrative support for the General Manager, Operations Manager, Marketing Manager, and Leasing Managers.
This position is full-time and in-person at Freehold Raceway Mall.
In This Role, You Will:
Customary administrative duties such as mail distribution, creating documents, copying, faxing, answering & directing calls, maintaining electronic and paper files.
Act as a liaison between tenants and property management, maintenance, HVAC, marketing, and housekeeping. Distribute information via email or phone as needed.
Assist the property Operations Manager, Marketing Manager, Maintenance Manager, and Security Team with tasks related to tenants.
Provide COI requirements for vendors, contractors, tenants; upon receipt verify insurance coverage is adequate.
Regularly update and maintain recordkeeping of tenant contact information and emergency contacts.
Maintain and update storage inventory log and ensure that renewal proposals are sent out prior to expiration in partnership with specialty leasing.
Maintain and update office occupancy records.
Maintain pertinent information and documentation for lease execution and move in requirements (i.e., business information, sign approval, first and last months rent, insurance certificates, etc.) and track for ongoing compliance.
Coordinate meeting room space and ensure they are clean and available for future meetings and maintain cleanliness of the office space.
Oversee office supplies and ensure that orders are made timely is accordance with the property policy.
Build strong professional relationships with center merchants.
Maintain and update various databases for the Property Management Team including, but no limited to Yardi, MacCentral, Docu-Sign, and Kipsu platforms.
Work with Accounts Payable and process invoices as needed.
Support Leasing Administration by preparing all welcome letters for new tenants and any additional correspondence including but not limited to the Retailer Handbook, default letters, possession of space, and maintenance of tenant files.
Work with the Security department in communication with visitor and contractor access needs for buildings and other property locations.
Review and research of all legal document and lease language for merchants.
Assist the Operations Manager with any new pre-construction meetings, including collection of CCR’s, COI, permits, contractor license, schedule and checks for fees.
Maintain vendor files (Landscaping, Fire Alarm, Parking Lot Sweeping, etc.,).
Coordinate tenant work with cranes; proper COI’s for crane and vendor communication.
Support Marketing in event initiatives and execution.
Act as the local contact for Human Resources in ensuring that benefits paperwork is distributed and returned to the corporate office in a timely fashion.
Attend all mandatory meetings and emergency trainings.
Flexibility of schedule for evening and weekend hours for special events as requested.
All other duties as assigned.
What You Bring to Macerich:
High School diploma or equivalent.
Minimum 5 years administrative experience.
Experience in commercial real estate administration preferred.
Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook.
All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.
Why You’ll Love Working with Us:
We know our people make us who we are, and we take pride in recruiting and retaining the best and brightest employees from all backgrounds. We recognize the value of strengthening our workforce with diverse thoughts, voices, ideas and people. This makes our company a rewarding and energizing environment to work in.
As an employee with Macerich, you will also benefit from the following:
Best-in-class benefits with affordable employee contribution levels.
Annual paid time off, including vacation time, 12 paid holidays and 80 hours of sick time annually.
Savings accounts for your future through 401K and Health Savings Accounts.
Participation in the Company stock program at a discount.
24 paid volunteer hours annually and employer charitable match benefit.
A sense of belonging fostered by wellness, satisfaction, diversity and inclusion.
Why Macerich
We create places where people come together. Macerich is reinventing the retail experience bringing together the best of shopping, dining, office, multifamily and experiences to meet the needs of the communities we serve. With 44 properties in some of the most vibrant, bustling cities across the country from New York to California, Macerich is setting the bar for transforming retail real estate into our vision for Regional Town Centers for everyone.
Our Culture of Belonging
At Macerich, we prioritize diversity, inclusivity, and equity, benefiting our employees, workplaces, and communities. We actively seek talented individuals from diverse backgrounds, recognizing the strength it brings. Our goal is to create a thriving, respectful environment that celebrates uniqueness and fosters learning. We are proud of our practices promoting equal employment and advancement opportunities. Macerich welcomes all qualified applicants, regardless of protected characteristics. For further details, refer to our Anti-Harassment, Discrimination, and Retaliation Policy. We provide reasonable accommodations for individuals with disabilities. Contact our People team for assistance.
We strive to be leaders in our industry by operating properties that prioritize responsible stewardship of our resources for the benefit of our tenants, guests, investors, employees, communities, industry partners and the planet. We are also committed to creating a diverse, inclusive and equitable workplace where all employees can thrive. By prioritizing and investing in our employees, we create value for our workplaces and Regional Town Centers, as well as the communities we serve.Work Experience5 years:
Administrative Support Role
EducationPreferred:
High School
PDN-9d397da8-2f2e-47b2-a69e-b9caae16b5c6