Regional Assistant

Job Location:

Northgate Station

PRIMARY PURPOSE:

The Regional Assistant works closely with and under the direction of the Senior Vice President of Business Development (SVPBD). He/she is in frequent contact with and supports field personnel, screening questions and requests and responds to or resolves problems as qualified. Responsibilities include but not limited to all administrative duties, working directly with external and internal, assisting in the coordination SME related projects which includes corresponding directly with clients and tenants, inputting agreements into Salesforce, correlating budget and financial data, and overseeing the daily operations of a busy SME program and team. This position has frequent interaction with both internal and external high-level executives and is a public face of both the department and the company.

PRINCIPAL RESPONSIBILITIES:

The successful candidate's responsibilities will include, but not be limited to:

• Administrative duties for SVPBD, including managing a large volume of SME programs, generating SME agreements utilizing Salesforce, securing inventory, providing deadlines and spec sheets, managing the internal program process with the client, developing and maintaining file systems, update and maintain region database, schedules, invoicing, receiving and applying payments, securing POP files, creating PowerPoints, preparing recaps, report roll-ups / surveys, excel documents, etc.
• Develop and maintain department monthly calendar of all regional events, meetings, important dates.
• Handles travel arrangements for department
• Handles expense reports for department
• Coordinate financials including, invoices, tracking and reconciliation, monthly budget forecasts, processing payments, check applications, managing aged receivables and assist in coordination of spreadsheets to general ledger
• Process all regional department checks from tenants, researching any AR discrepancies including missing payments, miss application of checks, using Salesforce, JDE and Yardi.
• Coordinate and track past due rent payments and take necessary action to get checks from tenant when rent is past due.
• Assist in preparing SBV leases and following up on key milestones. Ensuring full execution of agreement and keeping an active file of all agreements.
• Liaison with Finance department.
• Manage Salesforce entry, handles the coordination directly with the client in facilitating lease agreement signatures, collecting COI, invoicing, managing art deadlines, artwork submissions, managing art approval process including shipping and tracking, ensuring programs are posted on time and collection of POP from field teams and submitting recaps directly to clients.
• Maintain and manage the departmental files and databases.
• Maintains a working knowledge of all departmental projects, programs and events.
• Maintains an extensive knowledge of projects handled by SVPBD.
• Maintains highly confidential files for SVPBD
• Interacts with regional administrative assistants to ensure coordination of workflow and shared project information.

MINIMUM QUALIFICATIONS:

• 3-5 years administrative experience (office management preferred)
• Bachelor degree preferred
• Must be very detail oriented with the ability to manage multiple highly detailed projects at once.
• Ability to pivot and adapt quickly to department needs.
• Exceptional etiquette with internal and external partners
• Proficient at Word, Excel, PowerPoint; Salesforce is a plus.
• Ability to learn new software
• General bookkeeping and accounting knowledge
• Possess excellent communication, organizational and problem solving skills
• Ability to prioritize and work independently, must be a self-starter
• Ability to maintain confidentiality with a particular regard to payroll, human resources and company financial information