Administrative Assistant

About the role

The Administrative Assistant provides high-level administrative and operational support to the home office of Mills Properties. This role is responsible for managing day-to-day office operations, supporting accounting and operational processes, and producing accurate, well-organized reporting through advanced Excel tools. The ideal candidate is highly organized, detail-oriented, and comfortable supporting leadership through strong administrative execution and data management.

This position sits on the Operations team and will be responsible to the Vice President of Operations, based out of our home office location in St. Louis, MO.

Annual Salary: $50,000, based on experience 

Key Responsibilities

Administrative & Office Management

• Manage day-to-day home office operations to ensure a professional, organized, and efficient work environment
• Oversee office vendors and services, including supplies, facilities coordination, IT support, mail, and records management
• Maintain office procedures, administrative systems, and internal documentation
• Coordinate calendars, meetings, travel, and company events as needed
• Serve as an administrative support resource for leadership, operations and HR teams
• Support onboarding and offboarding logistics in coordination with HR or Operations
• Serve as the primary liaison between the office and building management, ensuring timely communication and resolution of facility-related matters
  
  

Accounting & Financial Administration Support

• Provide administrative support to accounting functions including owner reporting
• Prepare and maintain schedules, trackers, and supporting documentation for incident reporting

Reporting, Excel & Data Management

• Develop and maintain Excel-based trackers, reports, and dashboards to support operations and financial visibility
• Daily/Monthly Pulse Reporting and distribution
• Monthly Lender Required Repair Tracking/Communications
• Utilize advanced Excel functions (pivot tables, formulas, lookups) to organize, analyze, and present data
• Compile and validate data from multiple systems for leadership reporting
• Maintain data accuracy and consistency across spreadsheets and internal reports
• Respond to ad hoc data and reporting requests from leadership

Operational Support

• Support operational workflows across properties and departments
• Assist with vendor documentation, contract tracking, and compliance files
• Serve as a liaison between the home office and property-level teams for administrative needs
• Identify opportunities to improve administrative processes and reporting efficiency
  
  

Collaboration & Communication

• Work closely with leadership to support administrative priorities and special projects
• Communicate clearly and professionally with internal teams and external partners
• Maintain confidentiality of sensitive company and financial information
  
  

Required Qualifications

• 4+ years of experience in office management, senior administrative support, or operations support roles
• Advanced proficiency in Microsoft Excel (pivot tables, formulas, lookups, data organization)
• Strong organizational, time management, and documentation skills
• High attention to detail and ability to manage multiple priorities
• Strong written and verbal communication skills
  
  

Preferred Qualifications

• Experience in property management, real estate, or multi-location organizations
• Familiarity with accounting processes and terminology
• Experience working with property management or accounting software
• Associate’s or Bachelor’s degree in Business, Accounting, or a related field

Why This Role Matters

The Administrative Assistant plays a key role in keeping the home office organized, informed, and operating smoothly. By providing strong administrative leadership and Excel-driven reporting support, this role enables leadership and accounting teams to focus on decision-making while ensuring day-to-day execution is handled efficiently and accurately.

Mills Properties, Inc. is an Equal Opportunity Employer.

This description is not intended to be, and should not be construed as, an all-inclusive list of all responsibilities, skills, efforts, or working conditions associated with the position. While this description is intended to be an accurate reflection of the job requirements, management reserves the right to modify, add, or remove duties and to assign other duties as necessary.