Monday - Saturday, 10AM - 7PM, Sunday 10AM - 6PM

Administrative Coordinator

Administrative Coordinator
Outlets Williamsburg

Center Management Office: Administrative Coordinator

Part-time / 15 – 25 hours per week. 

Assist the General Manager by supporting all facets of the outlet center up to and including but not limited to center A/R, A/P (use of AVID), customer service support, all tenant-related activities, and communications. The administrative coordinator should be competent with computer skills and is responsible for creating, maintaining, and filing documents that efficiently and effectively support daily office operations. The administrative coordinator will possess excellent communication skills and have the ability to work well with all levels of internal management and staff, ownership, outside clients, and vendors.

Responsibilities

  • Management Office
    • Managing calendars; meeting and event arrangements; event planning and coordination; preparing reports and financial data; filing; data entry; processing expenses; reports tracking; coordinating the submission of proposals; maintaining tenant records; communicating with external service providers
    • Receive, enter/code, submit, and file all accounts payable invoices
    • Maintain a monthly checklist of all accounts payable invoices
    • Prepare and maintain a year-end accrual spreadsheet to close out accounts payable
    • Performs a variety of Internet research functions and uses word processing, spreadsheet, and presentation software.
    • Assist with part-time administrative responsibilities
    • Assist with overflow work of other team members
    • Handling telephone calls; receiving and directing visitors; and customer & tenant relations.
  • Center communications and activities
    • Assist management team in executing the marketing plan
    • Monitor activity and post content on the organization’s social media channels
    • Maintain current coupon and deal offers on the organization’s website weekly
    • Order, proof, and distribute coupon books, mall directories, rack cards, etc.
    • On-site marketing material (i.e. sign holders, billboards, directories, etc.)
    • Collecting (from tenants), creating, submitting, and confirming MOOD media music messaging
    • Community outreach
    • Work with area attractions to create special promotions and offers that cross-promote the Center and attraction
  • Assist General Manager with
    • Bi-weekly and monthly reporting of sales, trends, tenant concerns/issues, and marketing activities
    • Staff and tenant meetings including generation of content, set-up, presenting, and more
    • Overseeing storage and filing of important documents
    • Communicating corporate directives

Qualifications

  • Prefer A.S or B.S. in Office Management/Administration or equivalent experience
  • Minimum 3 years experience in office management
  • Advanced computer skills including word processing, spreadsheets, and presentation software
  • Excellent organization skills, communication, and computer skills
  • Sensitivity to confidential matters is required

Apply here. 

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