The Outlets at Traverse Mountain, Utah's Most Beautiful Place to Save, is seeking an experienced Management (Administrative) Assistant with exceptional customer service and organization skills to help run the daily operations of the outlet shopping center by assisting each department manager/supervisor to accomplish key objectives. Position is an in-office only position, with regular schedule Monday-Friday 8:30am-5:00pm, with occasional requirements for weekend, holidays, and special events shifts. Seeking an individual who values TEAM and longevity in employment.

SUMMARY

The Management Assistant supports the management team and all office functions including areas of Operations, Marketing, and Customer Service. This position oversees the efficient maintenance and operation of the office. This individual works with Customer Service staff under direction of General Manager and Marketing Managers, including staff training and development, generating applicable reports and working select shifts at the Customer Service reception area. The Assistant maintains a high level of effective and positive communication with all Center management, staff, Craig Realty Group departments, and Tenant store managers. Professionalism in all regards is required: image, verbal and written communication style, the ability to protect confidential business knowledge, and self-initiative are essential expectations for this position.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for the daily opening and closing of the Management Office.
• Open, sort and distribute all incoming mail.
• Maintain incoming and outgoing mail & UPS packages.
• Assist all visitors to the Management office and maintain a welcoming environment.
• Track and maintain Certificates of Insurance for on-site contractors in cooperation with Customer Service.
• Track and file Vendor notifications and maintenance requests.
• Maintain appropriate inventory of all supplies necessary for the efficient functioning of the management office, including Customer Service, kitchen, and VIP Lounge supplies. Check supplies daily.
• Assist marketing department with coordination Gift with Purchase programs, tenant gifts and special event material.
• Coordinate distribution process of memos to tenants.
• Maintain calendar for booking the use of Meeting Room & VIP Lounge, in cooperation with Customer Service.
• Assist Managers with calendars and scheduling meetings, appointments, and projects.
• Responsible for maintaining accurate and complete tenant, vendor and service agreement files, payables, personnel files, and other documents.
• Copy and batch expense reports and necessary original documents for Human Resources and other corporate departments on a weekly basis for delivery to Craig Realty Group.
• Responsible for the operations of the gift certificate program, including reimbursement funds and reporting.
• Responsible for processing miscellaneous revenue for deposit.
• Assist all departments with administrative support as needed.
• Generate monthly required reports and submit to appropriate individuals in the applicable workflow by due date.
• Prepare Tenant Activity TAN Forms for opening and closing tenants & distribute to corporate office.
• Prepare Miscellaneous Billing forms for tenant charge backs.
• Prepare invoices in online accounting system with proper coding, copying all invoices on a weekly basis to the corporate office for payment. Responsibilities to include obtaining Vendor W-9's and the preparation and submission of credit applications as needed.
• Maintain the emergency checkbook and prepare and process reimbursement requests.
• Responsible for Human Resources activities at the center to include:
  • Posting center employment opportunities.
  • Review/pre-screen employment applications, schedule interviews, submit background/drug screening requests, and onboarding new hires.
  • Responsible for the interpretation and completion of new hire documentation.
  • Prepare and maintain personnel files.
  • Responsible for the monthly employee birthday celebration program.
  • Responsible for quarterly attendance award program.
  • Workers Comp program: Distribution of information and keeping records.
• Maintain accurate and current employee bulletin boards.
• Responsible for ordering uniforms for Security, Maintenance and Custodial employees in conjunction with the Director of Operations.
• Update and distribute employee phone lists as needed.
• Update tenant merchant manual as needed and distribution.
• Prepare staff and safety meeting notes/minutes and distribution.
• Cross-train in all Customer Service job duties.
• Oversee primary training of Customer Service Staff, ensure Customer Service Staff is in receipt of all internal communications and these are understood, and assist Managers with monitoring performance and expectation guidelines.
• Work with Marketing Department to provide operational and general information content for bi-weekly tenant newsletters.
• Prepare the weekly Traffic count summary; work with Marketing and GM to generate the weekly Sales & Traffic Report.Coordinate the Employee Incentive Programs, gifts, and staff meetings.
• Perform special projects or other duties as assigned.Work on special event days and holiday rotations, as scheduled.

SUPERVISORY RESPONSIBILITIES Oversee the day-to-day functions, training, and performance of the Customer Service Staff with management direction and support by General Manager and Marketing Managers. Not responsible for hiring decisions.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative, but not exclusive, of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

• High school diploma or general equivalency diploma (G.E.D.)
• Minimum 2 years of experience in the field of administrative assistant or in a related field.
  
  

CERTIFICATES and/or LICENSES

None

COMMUNICATION SKILLS

• Ability to effectively respond to issues both verbally and in writing.
• Good interpersonal skills.
• Strong attention to written details, including using proper grammar and spelling in written communications: emails, memos, newsletters, and company documents.
• Requires a high level of commitment to customer service and portraying a welcoming and positive demeanor with all person-to-person contacts, telephone and email conversations.

FINANCIAL KNOWLEDGE

Basic knowledge and familiarity with accounts payable practices.

REASONING ABILITY

• Ability to identify problems with limited information, and then recommend a resolution.
Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

• 
  

OTHER SKILLS and/or ABILITIES

• Professionalism and integrity a must.
• Willing to be adaptable to a changing environment and adjusting well.
• Must be able to work independently and take initiative.
• Requires good organizational and leadership skills, attention to detail and openness to new ideas and procedures.
• Extensive intermediate experience with MS Office applications is required. Preferred experience with Google Docs and other organizational and communication tools.
• Total discretion, and capacity to deal with highly confidential information.
• Excellent customer service skills and problem-solving.

PHYSICAL and/or MENTAL REQUIREMENTS

While performing the duties of this job, the employee is frequently required to sit for long periods of time; walk and stand; use hands and fingers to operate computer keyboards, printers, or other office equipment; hearing and speech to communicate in person and over the telephone and/or radio; vision to read printed material and a computer screen; lift and/or move up to 25 pounds and heavier weights with the use of proper equipment.

WORK CONDITIONS and ENVIRONMENT

The work environment characteristic described here is representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be able to work emergency overtime. Must be available to work weekends, as needed to cover for vacations, time off and additional holiday hours.

The work environment is indoors, however, while performing the duties of this job, the noise level in the work environment is usually moderate.

EEO