Office Coordinator

• Provide support to the mall management team and corporate office, including management, operations, marketing, specialty leasing, and leasing management
• Greet, screen, and direct visitors, customers, tenants, and vendors
• Answer, screen, and route management office telephone calls
• Compose and type routine correspondence
• Organize and maintain files and records
• Coordinate the manager's schedule, appointments, travel schedules, and reservations
• Route incoming mail and prepare outgoing mail, emails, and faxes
• Order and maintain supplies and arrange equipment maintenance
• Maintain tenant contact lists and insurance certificates in Yardi
• Assist with mall reports, data gathering, formatting, proofing, and Yardi data entry
• Prepare new vendor setups and collect completed W-9 forms
• Review invoices in AvidXChange for accuracy, discounts, and expense-account coding
• Update P-Card logs and submit them for review and payment
• Assist with collecting outstanding tenant balances
• Review online bank receipts and apply them to tenant ledgers in Yardi
• Review Yardi tenant ledgers and accounts-receivable reports for billing consistency
• Prepare and document billing adjustments with the Corporate Lease Administrator
• Provide data and support to Corporate Accounting for monthly accounting entries and ad hoc reporting
• Contact tenants regarding outstanding balances and prepare required notices and documentation
• Update tenant aging reports with collection comments
• Collect tenant sales reports and enter sales data into Yardi
• Assist the General Manager with monthly Rent Roll and other report reviews
• Make prompt bank deposits for checks received at the mall office
• Maintain confidentiality of financial information and positive client and tenant relationships
• Support gift-card or goods/services bank-account management and reconciliation when applicable
• Assist Specialty Leasing with Lease Plan updates and holiday locations
• Perform other duties as assigned

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