The Widewaters Group
Retail Leasing Administrative Assistant
The Widewaters Group, East Syracuse, New York, United States, 13057
Benefits:
401(k)
401(k) matching
Company parties
Competitive salary
Dental insurance
Employee discounts
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
Wellness resources
General Summary:
The Retail Leasing Administrative Assistant provides essential administrative support to the leasing department and Widewaters office, ensuring smooth operations and effective communication between various stakeholders. This role is ideal for someone with strong organizational skills, attention to detail, and a keen interest in the retail leasing sector.
Key Responsibilities in Leasing:
Administrative Support:
Manage calendars, schedule meetings, and coordinate appointments for the leasing team.
Prepare and distribute meeting agendas, minutes, and follow-up action items.
Register and coordinate for Leasing team trade shows.
Collect and input receipts into accounting software system to do expense reconciliation for Leasing team and Company President.
Documentation Management:
Assist in the preparation and organization of lease agreements, addendums, and other related documents.
Maintain an organized filing system for all leasing documents, both physical and digital.
Communication:
Serve as a point of contact for tenants, landlords, and internal teams, responding to inquiries and providing information as needed.
Prepare and send marketing blasts through mail and email.
Draft correspondence, including emails and memos, related to leasing activities.
Data Entry and Reporting:
Input and maintain accurate data in leasing databases and tracking systems.
Assist in preparing reports on leasing activities, market trends, and tenant performance.
Organize and maintain sales and comp files throughout trade areas provided by the leasing team
Coordination:
Support the leasing team in coordinating property showings, inspections, and signage installation.
Help organize tenant onboarding processes with Property Management
Coordinate with Payroll Department on commission tracking
Market Research:
Conduct basic market research by taking photos, identifying retailers’ openings and closings as needed
General Office Responsibilities:
Screens Widewaters phone calls and routes callers to the appropriate party.
Maintains postage machine and schedules routine cleaning and ordering supplies.
Responsible for Federal Express including setting up accounts, resolving issues and ordering supplies.
Maintains office supplies by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders; verifying receipt of supplies.
Orders supplies for coffee/tea area, kitchen, cleaning, and vending items.
Coordinates maintenance for kitchen and office equipment.
Make commercial travel arrangements for senior staff such as booking flights, cars and hotel reservations.
Makes Beechjet travel arrangements for senior staff such as booking flights, cars and hotel reservations.
Renews Retail Leasing Broker Licenses with each state annually for WWG Executives.
Maintains Carrier Dome tickets and parking passes (spring and fall)
Aids with email and a scheduling calendar for The Scuderi family as needed.
Job Expectations of all employees
· Works with integrity, excellence, and humility to promote teamwork with all colleagues.
· Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy, and acting as a role to model peers.
· Attends and actively participates in required meetings and training sessions.
· Complies with established policies, procedures, and codes of conduct always.
· Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
Preferred Qualifications:
High school diploma required; an associate’s degree or higher in Business Administration or a related field is preferred.
Previous administrative experience, preferably in real estate or retail leasing.
Strong organizational skills with the ability to prioritize tasks effectively.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite and experience with leasing or property management software is a plus.
Working Conditions:
Office environment within a retail setting, requiring collaboration with various teams and stakeholders.
May involve occasional overtime to meet project deadlines or assist during peak leasing periods.
May involve occasional travel to shopping centers and selected retail markets.
Career Path: This role can lead to advancement opportunities within the leasing department, such as Leasing Coordinator or Administrative Manager roles.
An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.
Travel Time/Commitment
Travel by airplane, automobile, etc., may be required on a regular, as needed basis, in the sole discretion of the Company, on behalf of itself and any affiliated companies, parties, etc., it may represent.
Physical Requirements:
While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; talk or hear. The employee is required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus.
| Walking | 10.00% | Sitting | 80.00% | Standing | 10.00% | Lifting | nominal, up to 25lbs.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The Widewaters Group Inc. reserves the right to modify position duties at any time, to reflect process improvements and business necessity. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
401(k)
401(k) matching
Company parties
Competitive salary
Dental insurance
Employee discounts
Health insurance
Opportunity for advancement
Paid time off
Training & development
Vision insurance
Wellness resources
General Summary:
The Retail Leasing Administrative Assistant provides essential administrative support to the leasing department and Widewaters office, ensuring smooth operations and effective communication between various stakeholders. This role is ideal for someone with strong organizational skills, attention to detail, and a keen interest in the retail leasing sector.
Key Responsibilities in Leasing:
Administrative Support:
Manage calendars, schedule meetings, and coordinate appointments for the leasing team.
Prepare and distribute meeting agendas, minutes, and follow-up action items.
Register and coordinate for Leasing team trade shows.
Collect and input receipts into accounting software system to do expense reconciliation for Leasing team and Company President.
Documentation Management:
Assist in the preparation and organization of lease agreements, addendums, and other related documents.
Maintain an organized filing system for all leasing documents, both physical and digital.
Communication:
Serve as a point of contact for tenants, landlords, and internal teams, responding to inquiries and providing information as needed.
Prepare and send marketing blasts through mail and email.
Draft correspondence, including emails and memos, related to leasing activities.
Data Entry and Reporting:
Input and maintain accurate data in leasing databases and tracking systems.
Assist in preparing reports on leasing activities, market trends, and tenant performance.
Organize and maintain sales and comp files throughout trade areas provided by the leasing team
Coordination:
Support the leasing team in coordinating property showings, inspections, and signage installation.
Help organize tenant onboarding processes with Property Management
Coordinate with Payroll Department on commission tracking
Market Research:
Conduct basic market research by taking photos, identifying retailers’ openings and closings as needed
General Office Responsibilities:
Screens Widewaters phone calls and routes callers to the appropriate party.
Maintains postage machine and schedules routine cleaning and ordering supplies.
Responsible for Federal Express including setting up accounts, resolving issues and ordering supplies.
Maintains office supplies by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders; verifying receipt of supplies.
Orders supplies for coffee/tea area, kitchen, cleaning, and vending items.
Coordinates maintenance for kitchen and office equipment.
Make commercial travel arrangements for senior staff such as booking flights, cars and hotel reservations.
Makes Beechjet travel arrangements for senior staff such as booking flights, cars and hotel reservations.
Renews Retail Leasing Broker Licenses with each state annually for WWG Executives.
Maintains Carrier Dome tickets and parking passes (spring and fall)
Aids with email and a scheduling calendar for The Scuderi family as needed.
Job Expectations of all employees
· Works with integrity, excellence, and humility to promote teamwork with all colleagues.
· Demonstrates excellent internal and external customer service skills such as friendly greeting, making eye contact, listening attentively, responding in a timely manner, showing respect and empathy, and acting as a role to model peers.
· Attends and actively participates in required meetings and training sessions.
· Complies with established policies, procedures, and codes of conduct always.
· Practices and teaches safety awareness. Identifies and reports or corrects any possible safety or environmental issues.
Preferred Qualifications:
High school diploma required; an associate’s degree or higher in Business Administration or a related field is preferred.
Previous administrative experience, preferably in real estate or retail leasing.
Strong organizational skills with the ability to prioritize tasks effectively.
Excellent verbal and written communication skills.
Proficiency in Microsoft Office Suite and experience with leasing or property management software is a plus.
Working Conditions:
Office environment within a retail setting, requiring collaboration with various teams and stakeholders.
May involve occasional overtime to meet project deadlines or assist during peak leasing periods.
May involve occasional travel to shopping centers and selected retail markets.
Career Path: This role can lead to advancement opportunities within the leasing department, such as Leasing Coordinator or Administrative Manager roles.
An equivalent combination of education and experience which provides proficiency in the areas of responsibility listed above may be substituted for the above education and experience requirements.
Travel Time/Commitment
Travel by airplane, automobile, etc., may be required on a regular, as needed basis, in the sole discretion of the Company, on behalf of itself and any affiliated companies, parties, etc., it may represent.
Physical Requirements:
While performing the duties of this job, the employee is regularly required to sit; use hands and fingers to handle or feel; talk or hear. The employee is required to stand and walk. The employee is occasionally required to reach with hands and arms; climb or balance; and stoop, kneel, crouch or crawl. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus.
| Walking | 10.00% | Sitting | 80.00% | Standing | 10.00% | Lifting | nominal, up to 25lbs.
The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. The Widewaters Group Inc. reserves the right to modify position duties at any time, to reflect process improvements and business necessity. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.