Join The Oaks as an Office Administrator in Thousand Oaks, CA!

Primary Purpose:

The Office Administrator is an integral part of the Center Management Team, responsible for the daily administrative operations of a premier shopping center. This highly visible role ensures the smooth execution of management office functions, fosters a welcoming environment for tenants and guests, and supports the operational, financial, and marketing goals of the property. The ideal candidate is resourceful, people-oriented, and thrives in a fast-paced, retail-driven environment where flexibility, professionalism, and initiative are essential.

Key Responsibilities:

1. Administrative & Front Desk Operations

• Provide front desk coverage and act as the primary point of contact for the center management office.
• Greet visitors and tenants warmly, answer a busy multi-line phone system, and ensure all inquiries are addressed promptly and professionally.
• Maintain the overall organization, cleanliness, and presentation of the management office and shared common areas.
• Handle incoming and outgoing mail and packages, coordinate deliveries, and distribute materials internally.

2. Executive & Team Support

• Support the General Manager and department leaders with scheduling, communications, document preparation, and reporting.
• Prepare and format memos, spreadsheets, presentations, and other documents for internal and external distribution.
• Coordinate internal meetings, reserve conference rooms, and prepare agendas, print materials, and refreshments as needed.

3. Tenant Services & Lease Administration

• Act as a liaison to tenants for questions regarding leases, insurance compliance, sales reporting, and operational inquiries.
• Maintain detailed tenant files and ensure all required documentation is submitted and up to date.

4. Financial & Contract Administration

• Process Accounts Payable/Receivable, manage petty cash and procurement card activity, and support budget tracking and reporting.
• Assist with vendor contract administration, COI collection, and DocuSign management.
• Coordinate one-time charges, credit requests, and financial compliance with internal systems and accounting teams.

5. Guest Communications & Brand Representation

• Monitor and respond to guest messages to track guest satisfaction trends, and collaborate with teams to enhance the guest experience.
• Represent the center’s first-class brand and culture through every tenant, guest, and vendor interaction.

6. Marketing & Digital Engagement Support

• Update and maintain the shopping center’s website with job listings, events, promotions, and tenant discounts.
• Monitor social media activity during work hours; engage with tenant and community accounts and respond to public comments or messages.
• Assist with event planning and execution, including support for holiday communications and proof-of-performance tracking.
• Coordinate the annual Retailer Holiday Handbook and seasonal merchant engagement campaigns.

7. HR, Payroll & Administrative Team Oversight

• Assist with onboarding processes for new team members, including workspace setup and HR documentation.
• Process payroll and timekeeping for hourly staff (if applicable).
• Support administrative team members and contribute to training, mentoring, and performance evaluations.

8. Facility & Operational Support

• Assist operations with vendor coordination, facility work order tracking, and vendor access scheduling.
• Maintain accurate service records for vehicle fleet (if applicable) and office equipment.
• Help monitor building and parking access and ensure protocols are followed for guest and employee access.

Additional Duties & Expectations:

• Anticipate needs before they arise—proactively support managers, resolve issues, and keep the office running efficiently.
• Display exceptional professionalism and discretion when handling confidential information.
• Follow through on tasks with a strong sense of ownership and accountability.
• Assist with emergency response communications and administrative protocols as directed.
• Provide backup support to other departments during peak times, special events, or absences.
• Continuously seek ways to streamline office processes, improve team productivity, and enhance tenant satisfaction.

Ideal Candidate Traits:

To excel in this role, candidates should demonstrate the following:

• Professional Presence: You are the face of the office - confident, courteous, and poised under pressure.
• Customer Service Mindset: You prioritize tenant, guest, and team satisfaction and handle complaints or concerns tactfully.
• Tech-Savvy Agility: You’re proficient in Microsoft Office, Yardi, Salesforce, and can learn new platforms quickly.
• Problem-Solving Skills: You find solutions independently, think ahead, and identify improvements.
• Strong Time Management: You handle multiple tasks at once, meet deadlines, and adapt to changing priorities.
• Attention to Detail: You catch inconsistencies, ensure accuracy, and maintain high standards in all deliverables.
• Team Player Attitude: You’re dependable, helpful, and build strong relationships with coworkers and vendors alike.
• Confidentiality: You are discreet with sensitive information, especially in HR, finance, and legal matters.

Qualifications:

High school diploma or equivalent required; college coursework or degree preferred.

• 3–5 years of office administration or executive support experience, ideally in commercial real estate, hospitality, or retail.
• Excellent verbal and written communication skills.
• Advanced organizational skills and an ability to prioritize in a busy environment.
• Ability to lift/move up to 25 lbs (for office supply handling, event support, etc.)

Work Environment:

This is a full-time, on-site position located at The Oaks. The Office Administrator works Monday through Friday and may occasionally support events or initiatives outside of normal business hours. The role is best suited to someone who enjoys variety in their workday, thrives in a collaborative setting, and enjoys being the organizational heartbeat of a high-energy property.

Stockdale Capital Partners:
 

Stockdale Capital Partners is a vertically integrated real estate private equity firm focused on commercial investments across all asset classes, primarily across the Western US. The firm manages approximately $3.0 billion in assets across various institutional discretionary, commingled funds (opportunistic and core-plus), as well as several joint ventures. The firm is headquartered in Los Angeles with 4 other offices and over 100 employees. The firm’s focus is distressed, turn-around opportunities with heavy repositioning or lease up.