Administrative Assistant

Established in 1966, EDENS’ purpose is to enrich community through human engagement. We are the owner, developer and steward of a nationally leading portfolio of more than 100 open-air retail and mixed-use places in high-growth markets coast to coast. We design our places to achieve 3.5 trips per week and 5 hours of dwell time, reaching over 15 million people daily.Our Boston office is currently seeking an Administrative Assistant – Property Management. This position will report to the Director of Property Management Administration. The successful candidate will be able to effectively multi-task, be a team oriented individual familiar with a fast-paced work environment with basic knowledge of retail facility management and relevant experience in contract administration, vendor coordination, and routine property management administration. Excellent written & verbal communication skills are necessary. Must be proficient with Microsoft Office and possess experience with accounting software.Job Description/ResponsibilitiesWork closely with Regional Property Managers on day-to-day operations.Provide excellent customer service, with thorough follow up when required.The Administrative Assistant should be able to perform the following functions:Specialty Sales: collect sales data, enter in JDE system, create monthly report of Missing SalesSpecialty Invoices for all Regions: assist with upload and invoice coding in NexusSpecialty Docusign: create contracts for executionSpecialty draft and send Lease defaults, Rent commencement letters, Rent increase letters, update Tenant Manuals and NewslettersSpecialty Tenant and Vendor COIs: Obtain, track, monitor for compliance & upload Certificates of Insurance in JONES.Effeciently respond to phone calls from various stakeholders, including, but not limited to customers, tenants and EDENS personnelNavigate accounting software package and print a variety of accounting reports (JD Edwards).Initiate and track all work orders, issuing instructions to vendors as required, follow up to ensure work has been completed correctlyUpdate contact listsDraft, finalize & coordinate distribution property specific memorandums to tenantsDraft correspondence for Regional Property Managers as requested.Gather & format information for RFP’s, provide supplemental clarification to vendors if neededAssist with creation of bidders listAssist and support Regional Property Managers in coordinating services, including, but not limited to, lot sweeping, pressure washing, janitorial services, security, landscaping, roofing snow removal and lighting.Serve as point of contact for service calls to vendorsNotify vendor of service quality complaints and track follow up to ensure timely corrective action.Create maintenance calendars for each property.Make travel arrangements and complete expense reports for managersPrepare commencement letters to new tenantsHelp make collection calls when neededAssist with preparation of incident reports to Insurance ManagerSend percentage rent calculations to accounts receivableProcess tenant improvement allowancesProcess Move Out RequestPrepare receivable adjustment via AR PortalUpdate Angus software with Building, Tenant and Vendor contacts and informationOpen work orders, verify completion, and close out work ordersPrepare bill-back invoices to tenants.Open and close utility accountsResponsible for on-call account and change “on-call” manager over each weekAssist Corporate Office in obtaining property specific info when an EDENS property is soldAssist with special projects and other administrative duties as assignedSkills And AbilitiesProficiency in Microsoft Office, specifically Word, Excel and Outlook to meet reporting, correspondence and budgeting needs. JD Edwards, Angus, Nexus experience preferred.Interpersonal skills are critical in maintenance of strong relationships with a variety of internal and external business partnersDemonstrated ability to work and think independently.Ability to remain calm during crisisEffectively communicate upward, downward and laterallyConvey willingness to help and display positive attitude at all timesStrong organizational skillsAbility to prioritize workloadCommitted to producing quality workDemonstrate strong support of corporate goalsStay up-to-date with changing procedures and software to help support RPM’sEducation & Experience QualificationsBA/BS preferred. Minimum High School DiplomaMinimum 2 years of administrative experience required; specific real estate or customer service experience strongly preferred.Proficient computer skills and ability to learn new softwarePrior experience with the following software programs is a plus: JD Edwards, ANGUS, NEXUS and ConcurExperience in reading and obtaining basic information within leases