Administrative Assistant

Are you a driven leader passionate about property management and community engagement? RockStep Capital is seeking an experienced and hands-on Administrative Assistant to support the operations of the Uptown Meridian Mall in Meridian, Mississippi. 

Who We Are:  Drawing from an authentic heritage and a retailer’s perspective, RockStep has the expertise and desire to create modern, community centric destinations for the next generation. Since 1997, RockStep Capital has built or acquired over 9 million square feet of shopping centers in 11 states. RockStep Capital specifically targets markets with dynamic demand drivers and growing demographics. 

Position Overview:  The administrative assistant is the front-line employee responsible for providing assistance to the mall team, Sr Management, customers, tenants, vendors, and contractors.  This role supports functions for operational administration, accounting, tenant leasing, janitorial and security coordination, vendor/contractor access and documentation, and marketing, to ensure the operations of the mall runs smoothly.

Key Responsibilities:

Administrative Support

• Answer/screen phone calls, voicemails, and daily mail for property, as needed.
• Greet and assist mall office guests.
• Maintain active calendar of appointments.
• Compile documents for meetings, as needed.
• Distribute and file originals related to administrative and operational functions.
• Order and stock office supplies for the management office.
• Pick up supplies at area stores as needed.
• Maintains office equipment servicing requirements and schedules as needed.
• Assist management team members as needed.
• Prepare and update various monthly reports as needed by the mall team.  (ie, utility comparisons, occupancy reports, etc.).
• Compile vehicle and equipment logs for inventory, repairs, and usage into reports for corporate and insurance records.
• Receive incident reports from security and notify the senior manager on property for liability or property claims.
• Weekly walk through with senior manager on property.

Accounting Support in Yardi

• Scan, deposit, and post checks to tenant or other property accounts
• Post ACH payments upon confirmation of receipt from the Property Accounts Manager.
• Daily deposits of checks to the bank within 24 hours; undeposited checks must be stored overnight in the safe.
• Enter tenant sales, COIs, and applicable documentation.
• Make and document collection calls for late rent payments.
• Scan invoices and receipts and process them for payment within the appropriate accounts.

Tenant Lease Support

• Make updates to the tenant and specialty leasing handbooks in coordination with the senior staff members, as needed.
• Create and generate lease agreements for specialty leasing manager, enter them into Yardi, and file as directed.
• Enters tenant lease information in Yardi.
• Collect tenant sales, COIs, rent, various other required documents.
• Document tenant concerns via email to advise the Specialty Leasing Manager of their needs and notify janitorial or security by phone or radio as applicable.

Janitorial and Security Coordination

• Collect after-hours access request forms from tenants and have the hours approved by the senior manager on property.  Distribute copies of the approved form(s) to security and janitorial and file the original.
• Notify janitorial team of reported and unexpected minor maintenance or cleaning needs.
• Notify security of reported issues or problems with mall guests.

Vendor / Contractor Coordination

• Maintain list of COIs and request renewal updates as needed.
• Request and document COIs for new vendors or contractors.
• Maintain various logs for vendors (access to roof, equipment rooms, etc.).

Marketing Support

• Assist with promotional activities, during NORMAL workday schedule as needed.
• Assist as needed with coordinating arrangements for mall marketing events and other functions that may come up during normal workday hours.

Qualifications:

• Education: High School Diploma or Equivalent Required. Associates Degree in business administration Preferred, or Bachelor’s degree in business administration a Plus.
• Experience: Minimum of 2 years Administrative Assistant Required, property management a Plus
• Skills: 2+ years experience with Property Management software Required - Yardi a Plus.  Proficient with Microsoft Office with a focus in Excel, 
• strong analytical and interpersonal skills, ability to problem-solve.
• Personal Attributes: Highly motivated with strong organizational skills, attention to detail, and a commitment to driving results.
• Physical Requirements:  Long periods of sitting, occasional lifting of up to 30 pounds, and hand dexterity. 

What We Offer:  

We understand that our people are the most important factor to our success. As a result, we value and invest in our people through:   

Benefits Include:  

• Medical (Generous Employer Contribution)
• Dental, Vision (100% Employer Paid)
• Generous Paid Time Off  
• Basic Term Life / AD&D and Long-Term Disability (100% Employer Paid)
• 401K (Company Match Available)

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.  Reasonable accommodation may be made, in accordance with applicable laws, to enable individuals with disabilities to perform essential functions.

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