Office Administrator in Memphis, TN at Vaco

Date Posted: 6/13/2019

Job Snapshot

Job Description

This individual will be responsible for supporting General Manager in the daily management of office operations for the shopping centers.

  • Assist General Manager with all correspondence and reports.
  • Pull and review reports from accounting software program as requested in order to assist General Manager with financial questions on tenant accounts and property expenses.
  • Prepare monthly financial reports including variance notes for monthly income statements and updates to accounts receivable summaries.
  • Assist General Manager in annual budget preparation and quarterly reforecasting.
  • Lead accounts receivable efforts under the direction of the General Manager.
  • Respond to tenant requests regarding account inquiries.
  • Assist with coding and processing of property invoices.
  • Collect sales reports from tenants and complete property sales report input monthly.
  • Prepare vendor contracts and event agreements and ensure vendor compliance with insurance requirements. Administrate proper documentation of executed agreements. Maintain schedule of contracts.
  • Gather, prepare and distribute RFP's for CAM and Capital Projects.
  • Maintain tenant and property management files.
  • Responsible for ensuring welcome letters to new merchants are prepared and distributed in a timely fashion.
  • Manage onsite collection of Certificates of Insurance for tenants and landlord and management vendors.
  • Assist General Manager with correspondence to tenants and maintain correspondence files.
  • Proofread e-mails and reports for errors.
  • Responsible for filing incident reports to appropriate insurance contacts as instructed by management and ownership.
  • Assist with answering incoming telephone calls, greeting walk-in visitors and assisting with general information delivery. Includes taking work order requests and communicating to appropriate parties.
  • Schedule onsite meetings with vendors.
  • Oversee maintenance/updating of tenant correspondence database for alert system and property contacts.
  • Merchant Information - Maintain merchant information such as emergency contacts, email addresses, new merchant phone numbers, updated insurance certificates, and other lease required compliance. Assist with planning and execution of merchant meetings.
  • Assist with preparation and execution of on-site events and initiatives.
  • Other duties as assigned.


  • College degree or equivalent experience in office administration, accounting or retail property management required.
  • Knowledge of principles and skills of accounting.
  • Cash handling experience a plus.
  • Detailed and accurate with numbers including data entry and review.
  • Ability to detect and avoid errors.
  • Must proficient with computer software applications including Microsoft Word, Microsoft Outlook, Microsoft Excel, Microsoft PowerPoint, accounting software, and use of the internet.
  • Work requires continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines.
  • Excellent written and oral communication skills.
  • Must have high level of interpersonal skills. Position continually requires demonstrated poise, tact, and diplomacy.
  • Must be able to maintain the highest level of confidentiality.
  • Must be able to interact and communicate with individuals at all levels of the organization.
  • Ability to communicate effectively and professionally with internal and external contacts to the organization.
  • Exhibit high motivation and a willingness to do whatever it takes to get the job done.
  • Deadline oriented, organized, and able to handle multiple tasks in a fast paced environment.
  • Must have good problem solving and follow-up skills.
  • Manage time effectively in order to accomplish goals.
  • Exceptional organizational skills a must.