Hours

OPEN TODAY 10:00 AM TO 8:00 PM

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  • Monday - Thursday10:00 AM - 8:00 PM
  • Friday - Saturday10:00 AM - 9:00 PM
  • Sunday11:00 AM - 6:00 PM
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Administrative Assistant

Walden Galleria

Full-Time

01/23/2023

Pyramid Management Group, LLC, one of the largest owners/managers of premier shopping centers in the Northeast, has an immediate career opportunity for an Administrative Assistant/Receptionist.

We offer a competitive compensation package including company paid Health Insurance, Group Term Life Insurance, Short and Long-Term Disability coverage, Vacation/Sick/Holidays and 401(k) program.

Summary:

Under the direction of the Mall Management team, the Administrative Assistant/Receptionist provides administrative support to all departments.  The following duties are not inclusive and may change, based on company needs at any given period of time.

 

Administrative Assistant Duties:
– Provide administrative support to the entire management team. Work closely with the Office Manager.
– Be diligent, highly organized, attentive to detail, and consistently follow tasks through to completion.
– Maintain various logs, reports and listings for the management team.
– Maintain active and archived tenant lease files.

– Develop relationship with tenant managers & employees.  Deliver memos, retrieve sales reports, update emergency contact directory and tenant directory.

– Maintain inventory of all supplies; ensure timely ordering of needed supplies.
– Assist in any other administrative and/or ad hoc projects as needed.

 

Receptionist Duties:
– Answer incoming telephone calls, direct calls to appropriate person or department.
– Record messages when necessary and see to the appropriate distribution of all messages.
– Greet office visitors in an efficient, friendly, and courteous manner and ensure that their requests are handled in a timely manner.
– Retrieve, sort and distribute all incoming UPS and USPS mail.
– Receive and record all tenant rent checks.
– Maintain office equipment: copier, printers and office supplies.
– Communicate clearly, comprehensively and with integrity.
– Able to perform some physical duties, including lifting more than 20 lbs. if needed.

 

Marketing Administrative Duties:

– Assist with mall tenant outreach efforts including weekly newsletter/memo distribution.

– Assist in the vetting process of non-profit community group table access within the shopping center and maintain a schedule sent weekly to the proper individuals/departments.

– Coordinate marketing materials requests from tenants (i.e. – tables, chairs, stanchion ropes, etc.) and submit work order requests as needed.

– Assist in the coordination of bus tour incentive program including responsibility for producing bus tour packages and materials for passengers as assigned by Marketing Director.

– Assist in updating website directory, mall hours and other timely information as assigned by Marketing Director.

– Maintain Community Room schedule and distribute accordingly.

– Filter customer complaints and responsible for responding properly/timely and/or forwarding to the proper departments.

 

Experience: 1-3 years administrative experience

Other Qualities:

– Highly proficient knowledge in Adobe Acrobat, Microsoft Excel, Word, PowerPoint and Access.

– Ability to operate personal computer, two-way radio, multi-line phone system, fax machine and copier.

– A high degree of accuracy and attention to detail with strong organization skills.
– Highly motivated, reliable and flexible team member with a positive, friendly attitude.