Department Assistant

GENERAL PURPOSE:

Provide administrative support to the Property Management Department. The function of the position is to perform all tasks and to process all documents and invoices timely in order to assist the management in meeting their deadlines.

ESSENTIAL FUNCTIONS:

• Log CAM, Tax and Insurance billings into pdSiteLink. Input line item detail. Distribute billings to appropriate Lease Auditor.

• Transmit property taxes to tax auditors for approval. Match tax approvals to tax invoices and distribute to Lease Auditors. Process payments for approved as billed and direct pay invoices.

• Process payments for Landlord-billed utilities. Scan and file utility bills.

• File paperwork for lease auditors, property administrators, lease administrator and managers. Create files as needed for new stores and GOBs.

• Process department mail and packages.

• Process Ross insurance quote requests for lease auditors.

• Process monthly sales letters as required.

• Other Duties:

o Pick up checks from A/P and distribute to appropriate parties.

o Process Expense Reports for Lease Auditors and managers.

o Upload the monthly sales from Finance. Notify Lease Auditors and Managers for monthly Substitute Rent processing.

o Screen telephone calls; respond to inquiries, and direct calls to appropriate Lease Auditors, Property Administrators, Lease Administrator, Managers or Directors.

o Verify that the amounts in the pdSiteLink batches match the amount received by PeopleSoft.

o Monitor the department email inbox and distribute accordingly.

o Serve as point of contact for Landlords and Lease Auditors for the department Dropbox cloud software.

o Maintain procedures on job responsibilities.

o Other various projects and assignments as required by department.

COMPETENCIES:

• Communication

• Independence

• Planning & Organizing

• Adaptability

• Teamwork

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

• 1-2 years of experience as an Administrative Assistant.

• Must have excellent organizational skills and be detailed oriented.

• Must be multi-task oriented.

• Must be able to meet multiple monthly deadlines.

• Must have strong PC skills.

PHYSICAL REQUIREMENTS/ADA:

Job requires ability to work in an office environment, primarily on a computer.

Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.

Consistent timeliness and regular attendance.

Vision requirements: Ability to see information in print and/or electronically.

SUPERVISORY RESPONSIBILITIES:

None

DISCLAIMER

This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management’s discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company’s overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.

'142263