Administrative Assistant, North LA

The Administrative Assistant, North LA Region, will be an integral part of the operational management team, providing support for the region. The position is responsible for assisting The Retail Management team with the daily operations of the iconic properties with specific focus on guest experience, tenant relations, budgeting and expense control, property events and office administrative tasks. The nature of the role requires availability during the core business hours of Monday through Friday from 9:00am-6:00pm and flexibility to work evening, weekends, and holidays as needed.

ESSENTIAL FUNCTIONS

• Perform comprehensive administrative support to multiple departments, including data entry, document management, report creating, and filing
• Coordinate office supply inventory, ordering, and maintenance to ensure adequate stock levels
• Oversee general office organization, including maintaining common areas and supporting a clean and welcoming environment
• Serve as the initial point of contact by answering, screening, and directing incoming calls, mail, and other correspondence—some of which may be confidential in nature—in a timely and professional manner.
• Manage calendars and coordinate meeting schedules, proactively resolving conflicts and prioritizing engagements to ensure efficient time management.
• Process, distribute, and accurately code invoices to support timely payments and financial accountability.
• Prepare and submit expense reports and check requests as needed, ensuring compliance with internal policies and deadlines.
• Oversee the petty cash fund, maintaining accurate records and reconciliation.
• Deposit checks via PNC or coordinate with corporate for processing.
• Coordinate and manage permit applications and vendor installation for Seasonal and Brand Partnership activations throughout the year.
• File and document incident reports, forwarding to insurance providers as required.
• Draft, prepare, and send official correspondence to tenants and vendors.
• Prepare and send annual impound and reconciliation letters in accordance with operational schedules.
• Follow up with guests to resolve concerns or challenges encountered during visits, ensuring high standards of service and satisfaction.
• Support property condition assessments by monitoring cleanliness, landscaping, tenant compliance with operating hours, and overall appearance.
• Collect and compile monthly sales data from tenants; assist with drafting and finalizing the Monthly Business Update.
• Maintain and distribute the Gross Sales Report, ensuring timely and accurate monthly updates.
• Organize and update the Special Events Binder, including securing all required permits for events.
• Assist the Marketing Manager with tenant engagement and oversee inventory for special events
• Assist in planning and organizing events, coordinating logistics, and managing event-related documentation.
• Draft service contract agreements and maintains agreement logs to track projects and oversee purchase orders and check requests.
• Maintain comprehensive tenant lease files, ensuring all required documents are up-to-date (e.g., monthly sales reports, correspondence, lease agreements, storage agreements).
• Oversee Certificate of Insurance logs for all vendors, tenants, and contractors, confirming valid coverage and appropriate additional insured documentation.
• Update and maintain Everbridge contact lists monthly to ensure effective emergency communication.
• Attend all property and operations meetings and participate in the Manager-on-Duty (MOD) rotation program.

MINIMUM REQUIRED QUALIFICATIONS

• Personable and professional with a positive attitude
• Ability to handle confidential information with discretion and professionalism
• Strong organizational and multitasking abilities with keen attention to detail
• Excellent written and verbal communication skills
• Proficiency in MS Office Suites (Word, Excel, PowerPoint, Outlook
• Proven problem-solving abilities and strong interpersonal skills
• Self-motivated with the ability to work independently and as part of a team
• Adaptability to a dynamic and fast-paced work environment
• Aptitude for assisting callers and guests under pressure or in challenging situations
• Familiarity with the real estate, luxury retail, or hospitality industry