Administrative Assistant - Mercato

JamestownJOB DESCRIPTIONPOSITION/LEVEL: Administrative Assistant FLSA STATUS: Non-ExemptDEPT/OFFICE: Mercato DATE: March 2026Position Summary:This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained.The Administrative Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner. Strong attention to detail and accuracy will be highly valued.Must be available Monday through Friday from 8:30-5:00 pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.Specific Duties and Responsibilities (Essential Job Functions):Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner while also answering and directing incoming callsLogs in packages; coordinates distribution to employeesInforms security if there are any issues for their attentionShares knowledge of Mercato events with callers & employeesMaintains and updates employee contact information on phone lists, titles, quick lists, etc.Maintains and updates all Vendor and Tenant contact and insurance informationPrepare and edit correspondence, communications, presentations, and other documentsInforms appropriate individuals of any Lobby or other maintenance issuesAssist in responding to and logging all guest issues/comments in a professional, courteous mannerGather monthly tenant gross sales information, distribute appropriately, and enter into accounting software (MRI)Assist the accounting department by preparing/sending out monthly tenant rent statementsCode and process all invoices in a timely manner and effectively communicate with the accounting teamMaintain and organize tenant and vendor filesActivate and deactivate key fobsTake minutes in staff meetings and send to all attendees, save in z drive file titled Wednesday Meeting RecapsOrder and maintain an inventory of office supplies and equipmentEnsure office presentation is professional at all times, including a conference roomManage conference room and the conference room calendarDevelop and maintain positive relations with retailers, office tenants, and vendorsCoordinate with IT for office projects - Conference Rooms, etc.Update tenant manuals, including construction/design manualsProvide refreshments for meetings and make reservations, if neededWorks efficiently with multiple departments ensuring real-time communication and follow-throughOther responsibilities as requestedA/R Job Requirements:Manage tenant billing operations, including recurring charges, rent escalations, CAM reconciliations, percentage/overage rent calcutions, and miscellaneous billings, ensuring accuracy across all tenant accounts.Oversee accounts receivable and cash m anagment, including processing daily cash receipts, monitoring tenant accounts, performing monthly AR gaining analysis, and leading collections efforts by partnering with property management to resolve delinquencies.Maintain tenant account administration and service, including responding ot escalated biling inquires, tracking tenant sales reporting, and processing security deposit payments and refunds while maintain strong teant relationships.Other Job Requirements:Provides backup on various admin tasks as assignedAssists with general maintenance of kitchens and other common areasInputs info and creates labels for Fed Ex/UPS pkgsMust be highly organizedMust wear a uniform that will be provided by Jamestown, or conform to dress code as approved by ManagementQualifications:Minimum 1-2 years of administrative experience, preferably in property managementBachelor's degree required from 4-year college or universityStrong organizational and planning skills requiredExceptional communication and interpersonal skills with a customer-service focusProficiency in Microsoft Office (Outlook, Word, and Excel)Physical Requirements:SittingUsing a telephoneCommunicating verbally in person and on the telephoneAbility to climb ladders and stairsAbility to use a computerAbility to multi-taskAbility to lift not more than 25 pounds