Administrative Assistant, North LA (Seasonal)

ESSENTIAL FUNCTIONS

• Perform comprehensive administrative support to multiple departments, including data entry, document management, report creating, and filing
• Coordinate office supply inventory, ordering, and maintenance to ensure adequate stock levels
• Oversee general office organization, including maintaining common areas and supporting a clean and welcoming environment
• Serve as the initial point of contact by answering, screening, and directing incoming calls, mail, and other correspondence—some of which may be confidential in nature—in a timely and professional manner.
• Manage calendars and coordinate meeting schedules, proactively resolving conflicts and prioritizing engagements to ensure efficient time management.
• Process, distribute, and accurately code invoices to support timely payments and financial accountability.
• Prepare and submit expense reports and check requests as needed, ensuring compliance with internal policies and deadlines.
• Oversee the petty cash fund, maintaining accurate records and reconciliation.
• Deposit checks via PNC or coordinate with corporate for processing.
• Coordinate and manage permit applications and vendor installation for Seasonal and Brand Partnership activations throughout the year.
• File and document incident reports, forwarding to insurance providers as required.
• Draft, prepare, and send official correspondence to tenants and vendors.
• Prepare and send annual impound and reconciliation letters in accordance with operational schedules.
• Follow up with guests to resolve concerns or challenges encountered during visits, ensuring high standards of service and satisfaction.
• Support property condition assessments by monitoring cleanliness, landscaping, tenant compliance with operating hours, and overall appearance.
• Collect and compile monthly sales data from tenants; assist with drafting and finalizing the Monthly Business Update.
• Maintain and distribute the Gross Sales Report, ensuring timely and accurate monthly updates.
• Organize and update the Special Events Binder, including securing all required permits for events.
• Assist the Marketing Manager with tenant engagement and oversee inventory for special events
• Assist in planning and organizing events, coordinating logistics, and managing event-related documentation.
• Draft service contract agreements and maintains agreement logs to track projects and oversee purchase orders and check requests.
• Maintain comprehensive tenant lease files, ensuring all required documents are up-to-date (e.g., monthly sales reports, correspondence, lease agreements, storage agreements).
• Oversee Certificate of Insurance logs for all vendors, tenants, and contractors, confirming valid coverage and appropriate additional insured documentation.
• Update and maintain Everbridge contact lists monthly to ensure effective emergency communication.
• Attend all property and operations meetings and participate in the Manager-on-Duty (MOD) rotation program.

MINIMUM REQUIRED QUALIFICATIONS

• ​​Personable and professional with a positive attitude
• ​Ability to handle confidential information with discretion and professionalism
• ​Strong organizational and multitasking abilities with keen attention to detail
• ​Excellent written and verbal communication skills
• ​Proficiency in MS Office Suites (Word, Excel, PowerPoint, Outlook
• ​Proven problem-solving abilities and strong interpersonal skills
• ​Self-motivated with the ability to work independently and as part of a team
• ​Adaptability to a dynamic and fast-paced work environment
• ​Aptitude for assisting callers and guests under pressure or in challenging situations
• ​Familiarity with the real estate, luxury retail, or hospitality industry​