Firm Overview Northwood Investors LLC ("Northwood") is a leading, privately-held, global real estate private equity investment advisor that invests alongside institutional and private clients in a broad range of real estate opportunities, with $7 billion of equity capital currently under management.
Northwood was founded in 2006, by John Z. Kukral, the former President and CEO of Blackstone Real Estate Advisors. The Northwood team is comprised of over 170 real estate professionals with deep experience in sourcing, executing and managing real estate transactions worldwide, ranging from office buildings and shopping centers to hotels and residential investments.
Northwood has locations in the US in Denver, New York, Dallas, Los Angeles and Charlotte. Additionally, the firm has professional teams located in the United Kingdom, Luxembourg, and Paris.
For more information, visit Northwood's website at .
Position Overview The Administrative Assistant will support the Senior Vice President (SVP) & General Manager of Hillsdale Shopping Center. Duties will include scheduling meetings, making travel arrangements, and organizing the daily calendar for very active team. To be successful in this role, you should be detail oriented, proactive, meet deadlines and communicate effectively. Ultimately, you should be able to identify and address the needs of the team and perform administrative tasks to ensure Northwood's workflow runs smoothly.
Key Responsibilities Assist General Manager - Coordinate daily calendars, plan appointments, and book air travel and hotel arrangements
- Set up conference room meeting, order refreshments, and meal for meetings
- Keeping office logs and maintain necessary office supplies
- Prepare expense reports utilizing the Concur software, reconcile expense reimbursements and facilitate the monthly payment to American Express.
- Assist General Manager with drafting and editing letters of intent.
- Initiate and draft correspondence for GM on request from tenants, solicitors, vendors, etc. Requires familiarity with letter forms, formats, etc.
- Drafting of License Agreements, amendments and letters of intent. Conversion of letter of intent to license agreements.
- Creating and delivering Tenant notices. Maintaining collections and assistance with accounts receivable.
- Reviewing, coding, and entering invoices into Nexus
- Maintain correct listing of legal addresses and email addresses of store manager for the city of San Mateo and emergency shopping center email blast.
- Track and prep tenant "Short Term Storage Agreement"
- Assist GM with coordinating annual renewal agreements, rent increases, and following up on unreturned agreements.
Tenant Relations - Maintain excellent communications and customer service with tenants and mall customers.
- Keep tenant phone list and tenant emergency notification form updated.
- Responsible for reviewing and monitoring liability insurance of tenants. Notify tenant of impending renewal date, insufficient coverage, additional insured requirements and compliance.
- Responsible for notifying tenants of construction insurance requirements prior to tenant starting construction. Notifying Construction Department to stop work if tenant doesn't comply.
- Respond to tenant inquires and problems in timely manner
- Handel and resolving issues with walk-in inquire
- Responsible for handling all shopping center mail and prioritizing and delegating as needed.
Customer Service - Respond to mall customer complaints and concerns in an efficient and sensitive manner.
- Update Shopping Center office Directory as needed
Shopping Center - Communicate with security, maintenance, operations, and central utility plant, via radio regarding tenant problems and request.
- Send email blast to store managers, district managers, and corporate offices for all shopping center directives
- Responsible initiating, producing, and distributing the approved Holiday season parking program and hours packet to the Shopping Center tenants and employees.
- Maintain tenant leasing files and all other operation related files.
- Responsible for reviewing security reports and directing information to appropriate parties and submitting possible claims to insurance carriers.
- Responsible for notifying Operations and Security of tenant request to gain access to Shopping Center during "off" hours.
- Answer phones on behalf of HSC Management Office and delegate call to proper department
- Track current occupied and vacant spaces.
- Serve as point of contact for liability claims at HSC.
- Contact tenants for accounting regarding unpaid charges
- Responsible for collecting tenant sales reports, following up on delinquent tenant reports, and entering data into MRI software program.
- Monitor communication between the different departments.
- Monitor Shopping Center activities via radio
- Schedule walk-throughs with that may be vacating their space to ensure the space is clean and the tenant has removed all their items and trash.
Qualifications - Associate's degree
- 2-4 years of previous work experience as an administrative assistant, executive assistant, or a related role.
- Excellent Organizational skills and attention to detail.
- Ability to think proactively and prioritize work
- Experience exercising discretion and confidentiality with sensitive company information
- Experience creating and reviewing various reports
- Strong written/ verbal communication skills
- Prior experience with Concur (or other expense reporting software)
- Proficient in Microsoft Office (Outlook, Word, Excel and PowerPoint)