Spinoso Real Estate Group

Assistant

• Providing administrative support to the Leasing team and executive leasing leadership.
• Preparing, organizing, and maintaining leasing files, reports, and documentation.
• Creating daily, weekly, and monthly leasing reports to support business decisions.
• Coordinating meetings, calendars, property tours, and cross-functional collaboration.
• Responding to phone calls, emails, and general inquiries with professionalism and exceptional customer service.
• Assisting with preparation and processing lease agreements, renewals, and related documentation.
• Ensuring leasing documents are complete, accurate, and properly maintained.
• Managing large collaborative documents used across multiple departments.
• Supporting local and remote Leasing Representatives through Microsoft Teams, phone, and email.
• Maintaining accurate tenant information within property management software.
• Assisting with marketing materials, leasing books, presentations, and promotional flyers.
• Helping maintain an organized office environment while supporting day-to-day operations.
• Handling confidential tenant and company information with discretion and professionalism.

Leasing Assistant

Office Coordinator

• Greets visitors, customers, tenants, and vendors; screening, handling, or directing them to the appropriate area or person as needed.
• Communicates issues or problems to the appropriate person for resolution.
• Answers and screens management office telephone calls; routes appropriately
• Composes and types of routine correspondence
• Organizes and maintains the file system and files correspondence and other records.
• Coordinates the manager's schedule and makes appointments.
• Arranges and coordinates travel schedules and reservations as needed.
• Routes incoming mail to the appropriate people
• Prepares outgoing mail and correspondence, including e-mails and faxes.
• Orders and maintains supplies and arranges for equipment maintenance.
• Maintains a current and up-to-date Tenant Contact List in Yardi
• Maintains a current and up-to-date insurance certificate for each Tenant, Licensee, Vendor and Contractor
• Assists in answering questions to facilitate the completion of required mall reports, including data and information gathering, formatting, or proofing.
• Assists corporate team with data entry to maintain integrity of Yardi database.
• As directed by the General Manager, prepare new vendor set up (or changes for existing vendors), and promptly collect vendors’ completed W-9’s
• Reviews invoices received through AvidXChange workflow for accuracy and ensures appropriate discounts are applied, as well as correct coding assigned to appropriate expense accounts.
• Updates P-Card log and e-mails to the General Manager and P-Card Administrator (Corporate AP Specialist) for review and payment.
• Assists corporate team with collecting outstanding balances for tenants at the property.
• Reviews cash receipts on the bank’s online portal and applies to tenant ledgers in Yardi.
• Reviews Yardi tenant ledgers/AR reports to ensure that monthly recurring and annually adjusted charges are consistent with leases/licenses.
• Works with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary including any adjustments for utilities, bankruptcies, or write-offs.
• Provides support and data to Corporate Accounting team to facilitate preparation of monthly accounting entries.
• Makes direct contact with tenants via e-mail or phone regarding outstanding balances; prepares any notices required by the lease and provides documentation such as tenant history reports to resolve any questions; updates the tenant aging report with comments regarding collections.
• Collects tenant sales reports and enters sales data into Yardi database.
• Assists the General Manager with monthly reviews of Rent Roll and other reports as needed and provides Corporate Lease Administrator with information necessary to address discrepancies.
• Makes bank deposits promptly for all checks received in the mall office.
• Performs other duties as assigned.
• Maintains Client confidence and protects operations by keeping financial information confidential.
• Maintains positive relationships with clients and tenants.

• Greets visitors, customers, tenants, and vendors; screening, handling, or directing them to the appropriate area or person as needed
• Communicates issues or problems to the appropriate person for resolution
• Answers and screens management office telephone calls
• Composes and types of routine correspondence
• Organizes and maintains the file system and files correspondence and other records
• Coordinates the manager's schedule and makes appointments
• Arranges and coordinates travel schedules and reservations as needed
• Routes incoming mail to the appropriate people
• Prepares outgoing mail and correspondence, including e-mails and faxes
• Orders and maintains supplies and arranges for equipment maintenance
• Maintains a current and up-to-date Tenant Contact List in Yardi
• Assists in answering questions to facilitate required mall reports
• Assists corporate team with data entry to maintain integrity of Yardi database
• Make direct contact with tenants regarding outstanding balances or issues
• Work with Corporate Lease Administrator to prepare, document and secure approval for billing adjustments as necessary