Administrative Assistant

Administrative assistant

Provide administrative and operational support to the Management and the Shopping Center team, ensuring correct document management, invoicing, communications, assistance to operators and suppliers, preparation of reports, and coordination of the administrative tasks necessary for the proper functioning of the Center.

Job Objective:

Guarantee efficient and organized administrative support to the Management and the Shopping Center operations, ensuring the correct management of information, documentation, invoicing, communications, and administrative relations with operators, suppliers, and other stakeholders of the Center.

• Management and updating of the Center's administrative documentation.
• Registration, classification, filing, and custody of physical and digital documentation.
• Preparation and maintenance of databases and tracking lists.
• Preparation of documents, letters, communications, and presentations.
• Management and updating of agendas, contacts, and support documentation for Management.
• Administrative support to the different departments of the Center.
• Receipt and registration of supplier invoices.
• Verification of documentation and correct allocation of invoices.
• Preparation and distribution of invoices for validation and signature.
• Monitoring of the approval circuit and sending to Administration/Finance.
• Management and updating of supplier databases.
• Requesting and monitoring of quotes.
• Filing and control of documentation related to suppliers and services.
• Preparation of periodic reports for Management.
• Collection and updating of Center activity data.
• Preparation of reports on footfall, sales, or other indicators, according to the needs of the Center.
• Daily updating of spreadsheets and databases.
• Preparation of monitoring reports for expenses, invoices, and other administrative indicators.
• Maintenance of internal controls and tracking charts.
• Handling and channeling of inquiries from the Center's operators.
• Management of communications with suppliers and service companies.
• Monitoring of administrative requests and incidents.
• Coordination of documentation and communications with different stakeholders.
• Support in the organization of meetings and visits.
• Handling and managing phone calls.
• Reception and visitor assistance.
• Identification and channeling of inquiries to the corresponding department.
• Assistance to operators, customers, suppliers, and collaborators of the Center.
• Management of correspondence and general communications.
• Receipt, classification, and distribution of correspondence.
• Preparation and sending of documentation.
• Management of messaging and courier services.
• Tracking of shipments when necessary.
• Control and filing of proof of shipment and receipt.
• Preparation and sending of circulars and communications addressed to operators.
• Distribution of communications from Management and other departments.
• Updating of distribution lists.
• Monitoring of confirmations or responses when necessary.
• Administrative support in the organization of meetings and communications with operators.
• Direct administrative support to the Center's Management.
• Preparation of documentation and meetings.
• Preparation of presentations, reports, and documents.
• Organization and monitoring of administrative tasks requested by Management.
• Collection of information from different departments for the preparation of reports.
• Monitoring of pending matters and administrative deadlines.
• Administrative support in campaigns, promotions, and activities organized by the Center.
• Requesting and monitoring of supplier quotes.
• Administrative coordination with agencies and external suppliers.
• Management of documentation and materials necessary for the actions.
• Support in communication with operators participating in promotions and campaigns.
• Control of office supplies and placing orders.
• Monitoring of general office services.
• Administrative management of telephony, printing, materials, messaging, etc., suppliers.
• Communication and monitoring of incidents related to office equipment and services.
• Organization and maintenance of physical and digital archives.
• Version control and updating of documentation.
• Locating and providing documentation when required.
• Guarantee of confidentiality and correct handling of information.
• Occasional support to other departments of the Center in administrative tasks.
• Preparation of simple translations and documentation in English, when necessary.
• Collaboration in special projects and tasks of an administrative nature.
• Performance of any other administrative function related to the position that may be required by Management.