Brookfield Properties Administrative Assistant in Honolulu, Hawaii
Brookfield Properties has an immediate need for an Administrative Assistant at Ala Moana Center in Honolulu, Hawaii.
Brookfield Properties is a retail real estate company headquartered in Chicago, Illinois and owned by affiliates of Brookfield Asset Management. Our regional shopping centers are destinations for retail, lifestyle, dining, entertainment and so much more. Our extensive portfolio of properties spans the nation, encompassing over 150 locations across 42 states and representing over 146 million square feet of retail space. All of our properties are strategically located in regional and coastal areas that constitute the "heart" of America.
Our passionate team is comprised of experts across a range of specialties who share a goal of ensuring our properties are continuously evolving and innovating to meet the needs of our communities. Our company culture celebrates collaboration, encourages an entrepreneurial spirit and values diversity. We are very proud to have a team of premier talent who are in it to win it. We invite you to be part of our success story.
This position supports the Operations (Facilities) team comprised of several Operations Managers, a Chief Engineer and a Project Manager. This role focuses on administrative operations projects. Collects, compiles, and analyzes moderately complex data and information; prepares presentations. Composes straightforward written descriptions of results. Assists with walk-in traffic which consists of the general public, merchants and tenants, vendors, contractors and maintenance staff. Under limited supervision, provides general administrative support with leasing and tenant coordination, legal and insurance matters, third-party billing and reconciliation, code compliance documentation, and contract administration for capital and property expenses.
Responsibilities include the following:
Special Projects and Operations Administration Support
Primary support for special projects including:
Mechanical/electrical surveys and mapping
Smart building technology
Smart water metering
Researching historical documentation to support incoming tenants’ designers
Maintains service contract files, regulatory permits and compliance documentation
Prepares requests for proposal, issues for bid, analyzes results and prepares contracts
Supports operations managers with third-party billing partners and local utility companies
Assists with scheduling contracted service vendors and resolving billing issues
Assists with computer maintenance management system work order system and database development
Organizes and maintains drawing database for easy retrieval
Assists in the preparation of various reports, surveys and assessments
Responsible for service contract language negotiations internally with Legal Department
Assists with related document preparation and research on legal and risk management matters
Schedules and coordinates sampling and testing of tenant spaces
Provides support for tenant move-in and move out
Issues requests for proposal for Landlord construction
Attend weekly meetings and take notes – including operations staff meetings, weekly tenant coordination meetings and a monthly admin meeting
Other duties as assigned
High School Diploma
2 years of experience in an administrative support role
Proficiency in Microsoft Word and Excel as well as email
Highly organized and project oriented
Excellent business writing and verbal communication skills
We are committed to creating a diverse environment and are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity or expression, genetic information, marital status, sexual orientation, national origin, disability, age, veteran status, or any other characteristic protected by federal, state, or local law.
Job ID 2019-2820
Category Administrative Support