Administrative Assistant, Property Management (Freehold)

Great people make great properties. As a shopping center developer of some of the nation’s best real estate in top markets, Macerich offers opportunities to work, grow and develop your unique talents. Apply now to help us shape the future of retail real estate while building a meaningful, rewarding, and balanced career.
The Position on our Team:

The Administrative Assistant for Property Management & Specialty Leasing is responsible for providing support to the Marketing, Operations, Specialty Leasing, and General Managers at Freehold Raceway Mall.

This position is full-time and in-person at Freehold Raceway Mall.

In This Role, You Will:

• Field incoming phone calls and answer general property inquiries.
• Assist walk-in guests with general questions and operational needs, such as contractors, vendors, tenants, etc.
• Assist Operations Manager, Marketing Manager, and General Manager as needed with general Property Management tasks, including CAPEX/Service Agreement workflow, storage leases, maintaining website, Marketing Agreements, create maps for business development, newsletters, maintaining tenant contact lists, retailer correspondence, work orders, social media and event coordination, and monthly rent roll billing.
• Walk the mall daily to take note store changes, check digital media assets and take photos for events, media proof of postings and leasing requests.
• Manage day-to-day interactions with tenants.
• Maintain current spreadsheets for tenant contacts, sales, rents, and violation history.
• Track common area space and inventory availability as requested.
• Work with Specialty Leasing Manager in the design and preparation of regular and on-demand reports, including canvasing reports, variance forecasts, leasing and pipeline reports, as well as direct requests for associated data.
• Maintain current inventory list of all cart/RMU fixtures, order supplies as necessary.
• Maintain correspondence and documentation for the Specialty Leasing program in an organized manner. Document program activities appropriately to include noteworthy information (i.e., possession dates, opening/closing of tenants, etc.) Process all information and correspondence daily, including filing and distributing to the appropriate personnel.
• Perform all document production and distribution, occasional PowerPoint presentations, answering and directing calls, and maintaining electronic and paper files.
• Obtain all pertinent information and documentation for lease execution and move-in requirements (i.e., business information sign approval, first and last month’s rent, insurance certificates, etc.) and track for ongoing compliance.
• Confirm monthly sales reporting for all Temporary Tenants.
• Notify tenants of non-compliance of lease requirements and Operating Rules.
• Follow through with delinquency collections by contacting temporary tenants who are delinquent with rent and/or percentage rent obligations.
• Schedule appointments / meetings and make travel arrangements if necessary.
• Process, scan, mail overnight packages and track delivery to destination.
• Maintain calendar for Specialty Leasing Manager.
• Input work orders as needed including preparation for space and cart turnover, operation issues, media and event set ups.
• All other duties as assigned.

What You Bring to Macerich:

• Minimum 2 years’ experience as an Administrative Assistant.
• High school diploma or GED.
• Advanced computer skills to include Excel & Word. PowerPoint, Adobe Acrobat, and/or Nuance desired.
• All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.

Why You’ll Love Working with Us:

We know our people make us who we are, and we take pride in recruiting and retaining the best and brightest employees from all backgrounds. We recognize the value of strengthening our workforce with diverse thoughts, voices, ideas and people. This makes our company a rewarding and energizing environment to work in.

As an employee with Macerich, you will also benefit from the following:

• Best-in-class benefits with affordable employee contribution levels.
• Annual paid time off, including vacation time, 12 paid holidays and 80 hours of sick time annually.
• Savings accounts for your future through 401K and Health Savings Accounts.
• Participation in the Company stock program at a discount.
• 24 paid volunteer hours annually and employer charitable match benefit.
• A sense of belonging fostered by wellness, satisfaction, diversity and inclusion.

Why Macerich

We create places where people come together. Macerich is reinventing the retail experience bringing together the best of shopping, dining, office, multifamily and experiences to meet the needs of the communities we serve. With 44 properties in some of the most vibrant, bustling cities across the country from New York to California, Macerich is setting the bar for transforming retail real estate into our vision for Regional Town Centers for everyone.

Our Culture of Belonging

At Macerich, we prioritize diversity, inclusivity, and equity, benefiting our employees, workplaces, and communities. We actively seek talented individuals from diverse backgrounds, recognizing the strength it brings. Our goal is to create a thriving, respectful environment that celebrates uniqueness and fosters learning. We are proud of our practices promoting equal employment and advancement opportunities. Macerich welcomes all qualified applicants, regardless of protected characteristics. For further details, refer to our Anti-Harassment, Discrimination, and Retaliation Policy. We provide reasonable accommodations for individuals with disabilities. Contact our People team for assistance.

We strive to be leaders in our industry by operating properties that prioritize responsible stewardship of our resources for the benefit of our tenants, guests, investors, employees, communities, industry partners and the planet. We are also committed to creating a diverse, inclusive, and equitable workplace where all employees can thrive. By prioritizing and investing in our employees, we create value for our workplaces and Regional Town Centers, as well as the communities we serve.

Experience

• 2 year(s): Administrative Assistance Experience

Education

• High School or better