Administrative Assistant

Jamestown

JOB DESCRIPTION

POSITION/LEVEL: Administrative Assistant FLSA STATUS: Non-Exempt

DEPT/OFFICE: The Forum DATE: June 2026

Position Summary:

This is a highly visible position expected to display and maintain the utmost professionalism at all times. Responsible for all lobby functions, including answering & directing calls, taking/forwarding messages, receiving guests & notifying internal employees of their arrival & keeping the lobby clean, organized & well maintained.

The Administrative Assistant must be a team player with a positive attitude and demonstrated flexibility. The ideal candidate will display strong customer service skills and experience, along with presenting themselves in a professional and courteous manner. Strong attention to detail and accuracy will be highly valued.

Must be available Monday through Friday from 8:30-5:00 pm and must be flexible and willing to assist with a variety of duties as directed including assisting with events after hours and on some weekends. This position is supervised by the Assistant General Manager & General Manager.

Specific Duties and Responsibilities (Essential Job Functions):

• Provide front desk coverage through answering main phone lines timely and greeting guests in a professional, courteous manner while also answering and directing incoming calls

• Logs in packages; coordinates distribution to employees

• Informs security if there are any issues for their attention

• Effectively communicate with Property Management, Operations, and Security any issues that need immediate attention

• Maintains and updates employee contact information on phone lists, titles, quick lists, etc.

• Maintains and updates all Vendor and Tenant contact and insurance information

• Prepare and edit correspondence, communications, presentations, and other documents

• Informs appropriate individuals of any Lobby or other maintenance issues

• Assist in responding to and logging all guest issues/comments in a professional, courteous manner

• Gather monthly tenant gross sales information, distribute appropriately, and enter into accounting software (MRI)

• Assist the accounting department by preparing/sending out monthly tenant rent statements

• Code and process all invoices in a timely manner and effectively communicate with the accounting team

• Maintain and organize tenant and vendor files

• Activate and deactivate key fobs

• Take minutes in staff meetings and send to all attendees, save in z drive file titled Wednesday Meeting Recaps

• Order and maintain an inventory of office supplies and equipment

• Ensure office presentation is professional at all times, including a conference room

• Manage conference room and the conference room calendar

• Develop and maintain positive relations with retailers, office tenants, and vendors

• Coordinate with IT for office projects - Conference Rooms, etc.

• Update tenant manuals, including construction/design manuals

• Provide refreshments for meetings and make reservations, if needed

• Works efficiently with multiple departments ensuring real-time communication and follow-through

• Basic Accounting duties:

• Gather monthly tenant gross sale information and add them to both the tracking spreadsheet and Yardi.

• Assist Senior Property Accountant with:

• Sending out monthly rent statements to tenants

• Track and input tenant cash receipts into Yardi

• Maintain monthly work papers as directed by accountant

• Code and process all vendor invoices in a timely manner

• Process and code monthly American Express bill

• Manual adjustments to tenant charges

• Track tenant and contractor deposits and apply to ledgers

• Other responsibilities as requested

A/R Job Requirements:

• Manage tenant billing operations, including recurring charges, rent escalations, CAM reconciliations, percentage/overage rent calculations, and miscellaneous billings, ensuring accuracy across all tenant accounts.
• Oversee accounts receivable and cash managment, including processing daily cash receipts, monitoring tenant accounts, performing monthly AR gaining analysis, and leading collections efforts by partnering with property management to resolve delinquencies.
• Maintain tenant account administration and service, including responding to escalated billing inquires, tracking tenant sales reporting, and processing security deposit payments and refunds while maintain strong tenant relationships.

Other Job Requirements:

• Provides backup on various admin tasks as assigned
• Assists with general maintenance of kitchens and other common areas
• Inputs info and creates labels for Fed Ex/UPS pkgs
• Must be highly organized
• Must wear a uniform that will be provided by Jamestown, or conform to dress code as approved by Management

Qualifications:

• Minimum 1-2 years of administrative experience, preferably in property management
• Bachelor's degree required from 4-year college or university
• Strong organizational and planning skills required
• Experience in Yardi preferred
• Experience in Canva preferred
• Exceptional communication and interpersonal skills with a customer-service focus
• Proficiency in Microsoft Office (Outlook, Word, and Excel)

Physical Requirements:

• Sitting
• Using a telephone
• Communicating verbally in person and on the telephone
• Ability to climb ladders and stairs
• Ability to use a computer
• Ability to multi-task
• Ability to lift not more than 25 pounds