Administrative Assistant
Scottsdale Fashion Square
Scottsdale, Arizona

Great people make great properties. As a shopping center developer of some of the nation’s best real estate in top markets, Macerich offers opportunities to work, grow and develop your unique talents. Apply now to help us shape the future of retail real estate while building a meaningful, rewarding, and balanced career.

The Position on our Team:

The Operations Administrative Assistant supports the day-to-day operations of the property by providing comprehensive administrative assistance to the General Manager, Assistant General Manager, Operations Managers, Maintenance Manager, Marketing Manager, and Specialty Leasing Manager.

This role serves as a frontline ambassador for both the mall and office building, handling a variety of tasks including the following:

In This Role, You Will:

• Perform customary administrative duties such as mail distribution, creating documents, copying, faxing, answering/directing calls, filing, and maintaining electronic and paper files. Serve as the front desk receptionist and maintain the shared office calendar.
• Oversee and order office supplies, manage the breakroom (stock refrigerator, clean microwave/sink), and ensure meeting rooms are clean, fully equipped, and ready for future use.
• Act as a liaison between tenants and mall management, maintenance, HVAC, and housekeeping, distributing tenant memos, default letters, and other written communications.
• Manage Certificates of Insurance (COI) for vendors, contractors, and tenants, verifying adequate insurance coverage and uploading COIs into 24/7.
• Maintain and regularly update tenant emergency contact information
• Work with Accounts Payable to process invoices and support Specialty Leasing Administration by preparing correspondence.
• Coordinate tenant move-ins, including providing hours and dock locations, and act as the point of contact for vendors, contractors, electricians, and HVAC representatives.
• Attend all operations meetings and handle mail distribution, tenant communications, and compliance tracking.
• Specialty Leasing Development Duties:
• Coordinate tenant openings and closings, inform relevant departments (operations, marketing, security, janitorial, engineering, Keter), and collect COIs for tenant vendors. Update tenant contact sheets and documentation, including photos for the HUB and shared drive.
• Maintain accurate leasing records and documentation in collaboration with the Specialty Leasing Manager, including key information such as possession dates and tenant activities.
• Collect and upload monthly sales reports for temporary tenants, following up on missing reports and notifying the Specialty Leasing Manager when sales are overdue.
• Issue violation letters to temporary tenants for non-compliance and conduct regular inspections of the leasing program to ensure adherence to lease terms.
• Track rent payments, update the check log, and follow through on delinquency collections, informing the Specialty Leasing Manager if payments are not received by the 5th of the month.

Mall & Office Building Responsibilities

• Oversee the 24/7 work order system for maintenance and housekeeping tasks, ensuring progress is tracked and reported.
• Assist Operations Managers with tenant-related tasks, including pre-construction meetings, CCR collection, COI verification, permit checks, and attending punch walk meetings.
• Maintain databases (Yardi, MacCentral, DocuSign) and provide support for CapEx management, including contract execution and project tracking.
• Track and file compliance documents, including asbestos testing results, air quality reports, refrigerant usage, and environmental surveys.
• Coordinate tenant move-ins and move-outs, ensuring dock areas are compliant and debris is cleared.

What You Bring to Macerich:

• High School diploma or equivalent.
• Minimum 5 years administrative experience.
• Experience in commercial real estate administration preferred.
• Intermediate knowledge of Microsoft Office including Word, Excel, PowerPoint, and Outlook
• All applicants must be able to perform the essential functions of the position, including corresponding core job requirements, with or without a reasonable accommodation. Reasonable accommodations may be made to enable individuals with disabilities (and others in accordance with applicable law) to perform the essential functions of the job, consistent with applicable laws and Company policy.

Why You’ll Love Working with Us:

We know our people make us who we are, and we take pride in recruiting and retaining the best and brightest employees from all backgrounds. We recognize the value of strengthening our workforce with diverse thoughts, voices, ideas and people. This makes our company a rewarding and energizing environment to work in.

As an employee with Macerich, you will also benefit from the following: 

• Best-in-class benefits with affordable employee contribution levels.
• Annual paid time off, including vacation time, 12 paid holidays and 80 hours of sick time annually.
• Savings accounts for your future through 401K and Health Savings Accounts.
• Participation in the Company stock program at a discount.
• 24 paid volunteer hours annually and employer charitable match benefit.
• Access to Calm for mindfulness support, sleep hygiene, and stress management.
• A sense of belonging fostered by wellness, satisfaction, diversity and inclusion.
  
  

Why Macerich

We create places where people come together. Macerich is reinventing the retail experience bringing together the best of shopping, dining, office, multifamily and experiences to meet the needs of the communities we serve. With 44 properties in some of the most vibrant, bustling cities across the country from New York to California, Macerich is setting the bar for transforming retail real estate into our vision for Regional Town Centers for everyone.

Our Culture of Belonging

At Macerich, we prioritize diversity, inclusivity, and equity, benefiting our employees, workplaces, and communities. We actively seek talented individuals from diverse backgrounds, recognizing the strength it brings. Our goal is to create a thriving, respectful environment that celebrates uniqueness and fosters learning. We are proud of our practices promoting equal employment and advancement opportunities. Macerich welcomes all qualified applicants, regardless of protected characteristics. For further details, refer to our Anti-Harassment, Discrimination, and Retaliation Policy. We provide reasonable accommodations for individuals with disabilities. Contact our People team for assistance.

We strive to be leaders in our industry by operating properties that prioritize responsible stewardship of our resources for the benefit of our tenants, guests, investors, employees, communities, industry partners and the planet. We are also committed to creating a diverse, inclusive, and equitable workplace where all employees can thrive. By prioritizing and investing in our employees, we create value for our workplaces and Regional Town Centers, as well as the communities we serve.