Job Summary
The Administrative Assistant (Makati or Alabang) provides administrative and operational support to the mall management team. The position assists with documentation, coordination, customer and tenant concerns, records management, reports, and day-to-day mall operations.
Depending on the assigned function, the Administrative Assistant may be primarily responsible for leasing coordination and tenant-related administrative tasks or parking operations and customer assistance.
Key Responsibilities:
General Administrative Duties
- Provide day-to-day administrative support to the mall management and operations team.
- Prepare, organize, file, and maintain documents, records, forms, and reports.
- Assist in preparing correspondence, notices, memos, schedules, and other administrative documents.
- Encode and maintain accurate records and databases.
- Monitor and follow up on pending requests, documents, and operational concerns.
- Coordinate with tenants, customers, contractors, service providers, and other mall departments as needed.
- Handle inquiries and provide appropriate assistance or refer concerns to the concerned department.
- Assist in scheduling meetings, inspections, activities, and other mall-related engagements.
- Ensure that administrative procedures and company policies are properly followed.
- Perform other administrative and operational duties that may be assigned by management.
For Leasing Coordinator Assignment
- Assist the Leasing Department in coordinating with current and prospective tenants.
- Maintain leasing-related files, tenant records, contracts, permits, and other documents.
- Assist in monitoring lease requirements, submissions, renewals, and other tenant documentation.
- Coordinate tenant requests and concerns with the appropriate mall departments.
- Assist with tenant move-in, move-out, fit-out, and other leasing-related activities.
- Prepare and update leasing reports, trackers, schedules, and monitoring sheets.
- Follow up with tenants regarding pending documents, requirements, and approvals.
- Maintain confidentiality of tenant and company information.
For Parking Assistant Assignment
- Assist in the day-to-day administrative and operational activities of the mall parking area.
- Assist customers with parking-related inquiries, concerns, and requests.
- Monitor and maintain parking-related records, reports, and documents.
- Coordinate with parking personnel, security, engineering, and other mall departments regarding operational concerns.
- Assist in monitoring parking availability, incidents, equipment concerns, and other issues requiring attention.
- Prepare daily or periodic parking reports as required.
- Assist in implementing mall parking policies, procedures, and customer service standards.
- Escalate incidents, complaints, and operational concerns to the appropriate supervisor or department.
Qualifications
- College graduate, preferably in Business Administration, Management, Office Administration, or a related field.
- Previous experience in administrative, leasing, property management, customer service, or parking operations is an advantage.
- Proficient in Microsoft Office applications, particularly Word and Excel.
- Good written and verbal communication skills.
- Organized, detail-oriented, and able to manage multiple tasks.
- Customer-service oriented and able to communicate professionally with tenants and customers.
- Able to work independently and as part of a team.
- Willing to work on weekends, holidays, and shifting schedules as required by mall operations.
Key Competencies
- Administrative and organizational skills
- Communication and coordination
- Customer service
- Attention to detail
- Record and document management
- Problem-solving
- Time management
- Teamwork and professionalism
- Confidentiality and integrity
Working Conditions
The position may require a combination of office-based administrative work and coordination within mall premises. The employee must be willing to interact regularly with tenants, customers, mall personnel, contractors, and other stakeholders and perform duties according to mall operating schedules.
Note: The final assignment and specific duties will depend on whether the successful applicant is designated as the Leasing Coordinator or Parking Assistant.
