M&J WILKOW

Job Description

Department:                   Retail Property Management                                                         Exempt/Nonexempt: Nonexempt, FT

Position Title:                 Administrative Assistant

Reports To:                    Senior General Manager                                                                Salary Range: Commensurate with Experience

Location:                        Town Center of Mililani

M & J Wilkow, Ltd. has been in the commercial real estate business for 83 years. Its property management portfolio currently consists of 85 office and retail properties covering approximately 13.9 million square feet. A core conviction of the Company’s Principals is the belief that each employee is responsible for making an important contribution to the success of the Company, as well as the performance of the properties in the Company’s portfolio. This expectation is not limited by the specific parameters of the job description. It is our expectation that each employee will offer his/her help wherever and whenever reasonably necessary to ensure the success of the Company’s endeavors. This summary is not intended to be all-inclusive; it is simply meant to be used as a guide and may be revised from time to time at the sole discretion of the Company.

General Position Summary

The Administrative Assistant provides administrative support to the Senior General Manager who oversees the day-to-day operations of a shopping center in Mililani, HI, ensuring that the shopping center is clean, safe and well-maintained at all times. The Administrative Assistant must have strong communication and written skills, the ability to work on multiple tasks concurrently and the ability to complete tasks in a timely manner in accordance with deadlines. The following Job Description Summary is intended to highlight many of the position's responsibilities. This summary is not intended to be all-inclusive; it is simply meant to be used as a guide and may be revised from time to time at the sole discretion of M&J Wilkow Properties, LLC.

Essential Functions/Major Responsibilities:

• Assist Sr. Property Manager with all administrative support including, but not limited to: customer service, clerical, filing, documentation
• Provide proactive tenant relations and regular tenant communication both verbally and in writing
• Maintain office equipment in good repair and manage supply inventory
• Provide customer service to walk-ins, over the phone and through email correspondence
• Schedule appointments and follow-ups as necessary
• Assist with answering phones, filing, photocopying, assembling marketing materials.
• Submit and code invoices in the Avid system; manage property payables
• Manage Certificates of Insurance by contacting tenants and vendors to obtain updated certificates as needed
• Track tenant submeter water meter readings as well as gross sales reports on excel – must be able to create simple formulas, link spreadsheets and accurately enter data
• Manage tenant compliance as related to a/c contracts, grease interceptor cleaning, grease hood cleaning, fire extinguisher inspections, contacting tenants to obtain current information
• Prepare service agreements, including drafting, routing for signature and tracking
• Maintain and update tenant contact information on a regular basis
• Assist with special projects and other duties as assigned
• Assist with marketing and property programs, including after hours and weekends, as needed
• Track gross sales reports and percentage rent payments
• Update TCM team calendar
• Track utilities and refuse removal in Energy Star
• Send out annual tenant charge letters and reconciliation packets

Education/Experience

• Must have excellent computer, organizational and written/verbal skills
• Experience and proficiency with Windows, Adobe, MS Office programs, including skills in Excel, Word, PowerPoint.
• Proficiency in MS Office Suite, 45 wpm, and comfortable with data entry
• Effective communication, ability to multi-task, and prioritize multiple tasks
• Minimum of 1-year administrative experience preferably in office or related field
• Reliable transportation to make daily bank deposits
• Accounts payable/invoicing processing experience preferred
• Ability to problem solve and work efficiently in a fast-paced environment required
• Property management software, including Avid and MRI preferred
• Commercial real estate property management experience preferred