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Position Description
The Office Manager/Marketing Assistant for the Provo Towne Centre will both organize and oversee day-to-day administrative and marketing matters. You will be part of a dynamic, fast-moving, and energetic team that works hard, is results-driven, and client-focused. This is a front-facing, interactive position that will have daily interaction with both patrons and tenants, so customer service and a positive attitude is a must! The position will also help oversee marketing efforts of the Provo Towne Centre, as well as the implementation of both large and small community events. You must be organized, detail-oriented, and passionate about your work. Experience managing and handling confidential information, including employee records and/or lease agreements, is a plus.
Position Responsibilities
Marketing
- Development of the annual marketing plan.
- Creation and regular monitoring of marketing budgets.
- Analysis of sales data and creation of monthly sales reports.
- Traditional and digital media management.
Marketing Strategy Implementation
- Execute sales promotions and special events.
- Ongoing partnerships with tenants and key retailers.
- Work with Regional Marketing Manager to implement corporate programs.
- Manage digital media programs.
- Trade area analysis.
Accounts Receivable
- Make collections calls and monitor for deficient payments of rent, utilities, and other charges.
Accounts Payable
- Ensure proper audit trail and supporting documentation.
- Maintain sales information.
- Collect sales reports.
Lease Analysis
- Review leases and activity for accurate billing, compliance with operational standards, and update leasing schedules.
Office Management
- Track vacation, sick, and personal days.
- Assist employees with benefit enrollment, IPMP, and audits.
- Organize and review new hire paperwork.
- Prepare insurance claim forms and submit to proper departments.
- Update tenant and vendor COI trackers.
- General filing, mailing, and administrative duties as assigned.
- General receptionist duties, including answers incoming phone calls, receiving guests, accepting inquiries for general information, and resolving disputes and conflict.
- Oversee incoming and outgoing packages, work orders, etc.
- Prepare conference minutes, staff meetings, etc.
- Order, maintain and manage office contracts.
Operations
- Manage workers compensation claim files and packages.
- Assist Operations with license and inspection renewals.
- Prepare contracts for vendors and RFPs.
- Track contractor COIs.
- Track legal correspondence and leases.
- Assist in preparing construction updates and agreements, as needed.
- Review security reports for accuracy and provide follow up to the General Manager.
- Update property emergency manuals.
- Manage tenant communications (move-in/move-out notices, defaults, general notices, etc.).
Position Qualifications
Education and Experience
Associates Degree or Bachelors Degree preferred but not required. Experience in office management, receptionist duties, or managing large projects or work settings is preferred. Previous work in retail office management or customer service is highly desired.
Skills and Abilities
Must have mastery of Microsoft Office programs, especially Word and Excel. Experience with Yardi, VTS, or real estate programs/software is also highly desired. Organizational skills must be above reproach.
Work Ethic
We are looking for someone who is passionate about their work. When times get hard, we want someone who will dig their trench deeper rather than retreat. You will be part of a large Jones Lange LaSalle team that believes in Client FirstĀ; it will be expected that you are doing everything possible to meet the demands and challenges of the client and patrons of the Provo Towne Centre.
