Job Overview
Employment Type
Full-time
Compensation
Hourly
Range $19.75 - $27.00
Work Schedule
Standard Hours
Benefits
Health Insurance
Dental Insurance
Paid Time Off
Retirement Plan
Paid holidays
Professional Development
Job Description
Santa Rosa Plaza is a well-established retail shopping center known for providing a diverse mix of quality shops, dining options, and essential services to its local community. As a prominent shopping destination, it caters to a wide range of customers, offering a vibrant atmosphere coupled with convenient amenities. The management team at Santa Rosa Plaza is dedicated to maintaining a high standard of service and operational excellence, ensuring a pleasant experience for both tenants and shoppers. The center prides itself on fostering strong tenant relationships and efficient management practices to support the continued growth and success of the retail environment.
The role of Office Manager within Santa Rosa Plaza is a critical position supporting the center management office. The Office Manager acts as the backbone of administrative operations, providing ongoing support to management staff as assigned by the General Manager. This role demands a candidate who is highly organized, capable of independent planning and prioritization, and has excellent time management skills. The Office Manager is responsible for evaluating different approaches to tasks, selecting best practices, and completing all assignments in the most efficient manner possible.
In this capacity, the Office Manager handles a wide array of responsibilities that encompass financial management, tenant relations, office administration, and coordination of various programs. Key duties include managing accounts payable and receivable, overseeing procurement cards and petty cash, and actively participating in budgeting and forecasting cycles. Additionally, this role involves coordination of the short-term leasing program, lease agreement administration through Salesforce, and processing monthly rents and related tenant documents.
The Office Manager also administers the Fleet Management program, ensuring that vehicle maintenance, receipt reconciliations, and associated documentation are carefully managed. Document creation and maintenance for capital and operational service agreements are part of the daily workflow, including the oversight of DocuSign agreements and insurance details. This role requires handling general office administrative tasks such as ordering supplies, drafting reports, and keeping the management team updated on company policies and procedures.
Where applicable, the Office Manager supports marketing initiatives, assists with hiring and training administrative or receptionist staff, and contributes to performance evaluations. This position may also be involved in processing weekly payroll for in-house hourly employees and facilitating the onboarding process in Workday. Overall, this role demands a proactive and detail-oriented individual capable of managing multifaceted duties while maintaining seamless administrative support for the center's operations.
The role of Office Manager within Santa Rosa Plaza is a critical position supporting the center management office. The Office Manager acts as the backbone of administrative operations, providing ongoing support to management staff as assigned by the General Manager. This role demands a candidate who is highly organized, capable of independent planning and prioritization, and has excellent time management skills. The Office Manager is responsible for evaluating different approaches to tasks, selecting best practices, and completing all assignments in the most efficient manner possible.
In this capacity, the Office Manager handles a wide array of responsibilities that encompass financial management, tenant relations, office administration, and coordination of various programs. Key duties include managing accounts payable and receivable, overseeing procurement cards and petty cash, and actively participating in budgeting and forecasting cycles. Additionally, this role involves coordination of the short-term leasing program, lease agreement administration through Salesforce, and processing monthly rents and related tenant documents.
The Office Manager also administers the Fleet Management program, ensuring that vehicle maintenance, receipt reconciliations, and associated documentation are carefully managed. Document creation and maintenance for capital and operational service agreements are part of the daily workflow, including the oversight of DocuSign agreements and insurance details. This role requires handling general office administrative tasks such as ordering supplies, drafting reports, and keeping the management team updated on company policies and procedures.
Where applicable, the Office Manager supports marketing initiatives, assists with hiring and training administrative or receptionist staff, and contributes to performance evaluations. This position may also be involved in processing weekly payroll for in-house hourly employees and facilitating the onboarding process in Workday. Overall, this role demands a proactive and detail-oriented individual capable of managing multifaceted duties while maintaining seamless administrative support for the center's operations.
Job Requirements
- High school diploma or equivalent
- 3-5 years of administrative office experience
- supervisory and coaching skills
- knowledge of administrative procedures and customer service principles
- aptitude for understanding financial reports
- experience with accounts payable and receivable
- proficiency in Microsoft Office and Salesforce
- effective communication skills
- strong organizational skills
- ability to prioritize and multitask
- attention to detail
Job Qualifications
- High school diploma or equivalent
- some college or professional school preferred
- 3-5 years of administrative office experience (office management preferred) in a fast-paced environment
- supervisory and coaching skills with the ability to delegate tasks
- knowledge of administrative procedures, customer service principles and practices
- aptitude for understanding financial reports and extracting information
- accounts payable and receivable background using systems such as Yardi
- strong working knowledge of various computer software such as Microsoft Office, Salesforce, and web based input software
- demonstrate effective conflict resolution and customer service skills for interaction with customers, tenants, and co-workers
- effective verbal and written communication
- strong organizational and interpersonal skills with attention to detail
- ability to prioritize, coordinate, multi-task and demonstrative initiative
Job Duties
- Provide administrative support and ensure administrative staff is supporting all departments and completing administrative projects as directed, correctly and in a timely manner
- Responsible for accounts payable, accounts receivable, procurement card, and petty cash
- Engaged with the budgeting and forecasting cycle at the center
- Coordination and support of the short-term leasing program
- Responsible for lease agreement administration in Salesforce, obtaining and processing monthly rent, tenant sales, overage rent, certificates of insurance and all opening documents
- Administration of the fleet management program including, pin maintenance, receipt reconciliations, vehicle maintenance process and change forms
- Create and maintain documents for capital and operational service agreements
- track and maintain DocuSign agreements and insurance documents
- Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment, draft documents, and reports for management, and provide management team with updates of company policies and procedures
- If applicable support marketing events, promotions, sponsorships, collateral management, proof of performance and gift card sales
- If applicable assist with hiring and training of administrative assistant and/or receptionist position(s) as well as contributing to their performance evaluation
- If applicable process weekly payroll for in-house hourly employees, required documents for new hires and submit for approval in Workday
Job Criteria
Experience
Mid Level (3-7 years)
Job Location
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