Full Time - Real Estate & Business Development Administrative Assistant

COMPENSATION:

Pay Rate: $25.00-$27.00 per hour

This represents the good faith estimate of the hourly wage range we reasonably expect to pay for this position upon hire, depending on factors such as the selected candidate's experience, training, education, job-related skills, internal equity, and operational needs.

In select cases, and depending on market conditions or exceptional candidate qualifications, compensation may exceed this range, provided it aligns with applicable law and our compensation policies.

Additional information about our compensation scales is available at: www.aztecshops.com/employment

SUMMARY:

Under routine direction, provides high-level administrative and operational support to ensure efficient departmental processes and strict adherence to company purchasing and contracting policies. This position plays a key role in maintaining compliance with internal controls, vendor management procedures, and coordination between Business Development, Contracts, and Risk Management departments.

ESSENTIAL DUTIES AND RESPONSIBILITIES DEPENDING ON LOCATION:

NOTE: The duties listed below are examples of the variety and general nature of those performed by employees in this job description. The list is descriptive only and should not be used for any other purpose. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This is not an all-encompassing list and additional duties may be assigned based on business needs. The responsibilities listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Purchasing & Compliance

• Ensure all departmental purchasing and procurement activities follow company purchasing policies and approval protocols.
• Monitor and verify that proper bidding procedures are followed, including obtaining required quotes and documentation.
• Serve as a point of contact for Associate Directors, property management partners and team members regarding compliance with purchasing and procurement guidelines and work collaboratively with Contracts and Risk Management.
• Track and document all purchasing approvals and maintain accurate audit-ready records.

Tenant/Vendor & Contract Coordination

• Prepare and distribute vendor packets using Adobe Sign, ensuring timely collection of required vendor forms, W-9s, and signatures.
• Work closely with the Contracts and Risk Management department to verify that all vendor contracts and insurance certificates are current and approved prior to any engagement or work beginning.
• Maintain a centralized tracking system for Real Estate & Business Development vendor agreements, insurance renewals and expiration dates.
• Assists team in managing tenant issues/questions/concerns, leasing inquiries, emergencies, property inspections and requests Red IDs, keys and access cards when applicable.
• Maintains working knowledge of laws, rules and regulations concerning commercial property leasing and management.
• Attend monthly partner Student Union meetings and report information back to tenants and applicable teams.
• Assist with vendor setup in internal systems and ensure all necessary documentation is received and filed appropriately.
• Help ensure third party retailer contracts are current, and that these partners are communicated with on company and SDSU policies, are communicated with during emergencies, and help support third party retailer audits. Work with Campus dining to ensure third party menus on the Dining website are up to date.

Administrative & Departmental Support

• Provide comprehensive administrative support to the Real Estate & Business Development leadership team and staff, including scheduling, meeting coordination, note taking, and document preparation.
• Manage departmental correspondence, maintain shared files and records, and handle confidential information with discretion.
• Assist with contract management, budget tracking, purchase orders, project timelines, expense/credit card reporting, ordering supplies and invoice processing.
• Support internal audits and reporting related to procurement and contract compliance.
• Coordinate departmental projects and special assignments as directed.

Cross-Departmental Collaboration

• Serve as a liaison between Real Estate & Business Development and supporting departments (Finance, Contracts, Risk Management, and Operations) to ensure smooth communication and policy compliance.
• Identify process improvements and recommend enhancements to administrative workflows or compliance tracking.

• Must comply with and ensure continued, consistent compliance with all company policies, and federal, state, and local laws/regulations including but not limited to: employment, safety, and health.
• Other duties as assigned.

Minimum Requirements

MINIMUM EDUCATION, TRAINING AND EXPERIENCE REQUIRED:

Associate's degree or equivalent experience required; Bachelor's degree preferred. At least 3 years of administrative or purchasing support experience, preferably in a business development, procurement, or compliance environment. Experience working with contract administration and vendor management is highly desired. Strong attention to detail and organizational skills. Excellent written and verbal communication. Proficiency in Microsoft Office Suite, Adobe Acrobat/Adobe Sign, and other administrative software tools. Ability to manage multiple projects simultaneously and meet deadlines. Knowledge of procurement processes, bidding procedures, and contract compliance requirements. Demonstrated ability to work effectively with internal stakeholders across multiple departments.

The ideal candidate is detail-oriented, proactive, and highly organized, with excellent communication skills and the ability to manage multiple priorities in a fast-paced environment.

MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

LANGUAGE SKILLS:

Must be able to read, write and understand English. Requires the ability to follow verbal and written instructions, guidelines and objectives. Requires the ability to read and comprehend a variety of informational documentation, procedures and correspondence. Requires the ability to write correspondence with proper format, punctuation, spelling and grammar. Must be able to communicate effectively using electronic media and in written and verbal forms. Requires the ability to effectively communicate with customers, employees, and members of the community.

MATHEMATICAL SKILLS:

Requires the ability to prepare and analyze numerical figures, create and interpret spreadsheets. Must be able to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, percentages and decimals.

REASONING ABILITY:

Requires the ability to apply common-sense understanding to carry out general written or oral instructions. Must be able to multitask, prioritize work and pay attention to detail. Requires good analytical and quantitative skills, and the ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

MANUAL DEXTERITY:

Must be able to utilize a computer. Requires the ability to use a variety of office machines and equipment.

PHYSICAL COMMUNICATION:

Must have the ability to talk/expressing and/or exchanging ideas and hear/perceiving sounds.

PHYSICAL DEMANDS:

Must be able to operate computers, copy/scan machines, fax machines and other general office equipment. Extensive use of computers and monitors is required. Physical demand requirements are at levels for sedentary work. Must be able to use body members to sit, move and lift or carry objects or materials weighing up to 20 pounds.

WORKING CONDITIONS AND HAZARDS

Work is regularly performed in a traditional office setting. There may be occasional exposure to food fumes or airborne particles. The noise level in the work environment is usually low to moderate. This position requires on-site presence due to the scope of the duties, and it would not be eligible for remote work.

BACKGROUND CHECK INFORMATION:

A background check will be conducted after a conditional offer of employment is extended by the company and accepted by the applicant and must be satisfactorily completed prior to any applicant beginning work in a full-time, part-time non-student, or sensitive student capacity with Aztec Shops Ltd.

Background checks will include, at minimum, verification of education and employment histories, criminal records, national sex offender registry check, and references. Additionally, based on the nature and scope of the position, the background check may also include a credit report, motor vehicle report, and verification of professional licenses.

Failure to answer background check questions honestly, and satisfactorily complete the background check may affect the employment status of applicants or continued employment of current Aztec Shops employees who apply for promotional positions which require a background check.

Aztec Shops Ltd. complies with all applicable federal, state and local laws, including California Fair Chance Act, when conducting background checks.

Aztec Shops will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if Aztec Shops is concerned about criminal history that is directly related to the job, you will be given notice and an opportunity to respond and provide additional information such as rehabilitation efforts or mitigating circumstances, or information pertaining to the accuracy of the background report. Aztec Shops will consider all evidence of rehabilitation and mitigating circumstances. Find out more about the Fair Chance Act by visiting the Civil Rights Department Fair Chance Act webpage.

To apply, visit https://cta.cadienttalent.com/index.jsp?POSTING_ID=106875986983&locale=en_US&SEQ=jobDetails&applicationName=AztecShopsLtdKTMDReqExt