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Brookfield Properties Administrative Assistant in Honolulu, Hawaii

Company Overview

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.

Position Overview

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

  • Leak investigation

  • 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