We are currently looking for our:
Coordinator, Property & Client Services
What we offer
Reporting to the General Manager and supporting the Center Management Team, this is a full‐time role responsible for all center‐level administration, including but not limited to service contract and vendor administration, finance administration, and tenant administration and coordination. Coordination and execution of the on‐site Specialty Leasing and Brand Ventures program, and providing all customers including guests, retail partners, contractors, and internal cross‐functional teams with an exceptional service experience, while always maintaining compliance with company policies and procedures.
Scope
Contracts Administration (Service Contracts, Work Orders & General Expenditure)
- Maintains the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations on expirations that require a new contract or renewal.
- Works in partnership with Facility Operations, drafts work orders and service contracts, checks and updates forecast expenditure balance.
- Monitors and manages compliance of center teams with the Contract Policy and Finance Authorization Matrix.
- Through Procore, supports the bidding process:
- Performs Know Your Partner/GAN Compliance checks.
- Notifies vendors of recommendations.
- Collects vendors’ Certificates of Insurance.
- Drafts contracts and issues to vendors for execution.
- Uploads vendor executed contracts and follows through internal approvals.
- Reconciles costs to process vendor payment.
- Creates and processes Change Orders.
- Attends weekly progress meetings with Facility Operations and follows through assigned actions.
- Supports Facility Operations in the preparation of work permits for center contract works (e.g. sprinkler drain‐ down) and furnishes contractors with relevant permits (through the Sine visitor management system for Flagships and manually for Regionals)
Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)
- Accounts Payable (CAM/center‐specific and CAPEX):
- Processes payables (PO/PA‐Invoices)
- Matches invoices to purchase orders/projects.
- Obtains necessary back‐up documentation.
- Routes invoices and follows up payments with corporate Accounts Payable and Fixed Assets.
- Monitors payable system for invoices on hold, coding errors etc. and troubleshoots with Facilities Director/General Manager.
- Accounts Receivable:
- Supports the General Manager, Operating Manager and AR Manager, as instructed.
- Responsible for uploading request and back‐up documentation into the Box file for the Portfolio Associate to action.
- Violations (OTH)
- Construction (CCH) Manual Billing
- Services Sold (SVS)
- Legal Manual Billing
- Receives manual checks and maintains the Check Log for recording and auditing receipt of manual checks. Arranges FedEx delivery of manual checks to the centralized lockbox.
- Specialty Leasing Percent Rent Billing:
- Obtains sales from Tenants in accordance with lease terms, follows‐up on any outstanding data to full completion and uploads data into Salesforce.
- Verifies Tenant billing on the monthly Rent Roll and issues to the General Manager for approval.
- Calculates percentage rent billing from sales data and creates/processes/sends manual bill.
- Month End/Quarter‐End/Year‐End Processes:
- Prepares a list of accruals and collates back‐up documentation. Verifies accruals in system and assists the General Manager with the forecast.
- Reconciles P‐card expenses, uploads receipts, and verifies payment.
- Centers with central Plant – prepares Central Plant Union (Engineers) payments:
- Calculates Union Dues/Annuity/Pension, creates invoice for overtime and bill‐back.
- Creates a check request for Dues/Annuity/Pension and submits into Nexus, routes to Accounts Payable.
Specialty Leasing & Brand Ventures Coordination of Center‐level Program
- Supports Specialty Leasing and Brand Ventures operations. Responsible for center‐level coordination and management of ALL temporary in‐line and common area mall activations, including Retail Merchandizing Units (RMUs), pop‐up in‐line stores, and kiosks.
- Performs center walks/inspections, ensures Tenant activation complies with visual merchandising Design Guidelines.
- Monitors pipeline activity, distributing reports to center team, and plans the activation schedule.
- Arranges regular communications with center teams to align on activity (General Manager/Asst. General Manager/ Facility Operations.
- Arranges regular communications with the Specialty Leasing team to plan the schedule, align on Tenant requirements and troubleshoot issues.
- With support from Marketing, liaises with Tenants on retail and center operations, sales, and customer service, optimizing performance and income.
- Obtains permits from the local authority, where required, and supports Tenants with the same.
- Obtains Tenant Certificates of Insurance and uploads to Salesforce.
- Obtains Tenant signage proposals and internal approval from Retail Design Management, ensures the Tenant implements according to the approved specification.
- Coordinates the roll‐on roll‐off of units, issues instructions to Facility Operations and follows through to completion.
- Issues meter readings and utilities supplier information to Tenants (in‐line stores and kiosks only).
- Inventory management in partnership with Facility Operations:
- Communicates maintenance and repairs. Creates associated purchase orders/invoices and forecasts for expenditures.
- Checks Exiting Condition Reports are completed for all vacant, outgoing in‐line units and kiosks.
- Maintains an equipment and asset inventory schedule.
- Takes photos of activations, media, and space opportunities and uploads them to Salesforce as required.
General Coordination & Duties
- Sales Collection:
- Obtains sales from ALL permanent and temporary retailers in accordance with lease terms and uploads data into sales tracking system.
- Completes Sales Report sign‐off and issues to the General Manager for approval.
- Processes Open/Closed/What’s Happening Notices in accordance to policy.
- Uploads executed storage leases in the system.
- Processes mail – receives, opens, scans and mails: Certificates of Insurance, manual checks (mails to the lockbox), invoices, other general information.
- Prepares Tenant Operational Defaults for breach of lease covenants, issues to the General Manager for signature and distributes to the Tenant.
- Coordinates URW Connect:
- Uploads URW communications from Management Team to Tenants.
- Responds to Tenant requests and communicates these to relevant team members for follow‐up.
- Processes Tenant requests for works and approves after hours work permits (checks insurance, reviews work in conjunction with Facility Operations).
- Attends weekly staff meeting and customer service (“Style” program) sessions.
- Attends required training classes and programs.
- Other duties, as assigned.
What we are looking for
- BA or BS degree or equivalent experience required.
- 2‐3 years’ prior experience in an administration role, working with cross‐functional teams.
- Experience of basic finance administration: processing purchase orders/invoices, assisting with accruals and budget forecasting.
- Proficient in current Microsoft Office software including Outlook, Word, Excel, PowerPoint, and SharePoint. Working knowledge of enterprise management systems (Salesforce) and project management software (Procore) is advantageous.
- Ability to understand and interpret legal agreements.
- Ability to conform to policies and procedures and familiarity of working within a compliance framework.
- Ability to respect confidentiality and sensitivity of information.
- Exceptional process management skills: can organize and prioritize an efficient workflow, simplify complex processes, anticipate, and adjust for problems and roadblocks, adapt to changing priorities, and manage from start to finish.
- Exceptional customer service skills and the ability to develop and maintain effective relationships; dedicated to meeting the expectations and requirements of internal and external customers, specifically through listening and responding to concerns both in the moment and via digital communication means.
- Ability to maintain composure in all scenarios.
Annual Salary Range
Non-Exempt
$50,000 – $70,000
What is important to us
Unibail-Rodamco-Westfield (URW) is driven by an entrepreneurial foundation of talented and ambitious employees who embrace change, strive for innovation, and know when to venture into uncharted terrain. Teams within URW are collaborative and thrive by working together to seize opportunity and solve challenges. Employees receive mentorship and guidance while being empowered to drive their initiatives, embracing their individuality and unique backgrounds. URW‘s flagship destinations are interwoven into the community fabric, and we give employees the power to be impactful in their work and lead meaningful change in our communities through volunteering, DE&I programming and leading ESG efforts. URW is an innovator and trend setter in experiential entertainment and is making bold moves to be a brand that creates inspiring consumer experiences in-person and digitally. Breaking beyond conventional beliefs, URW is surprising and delighting customers by reinventing being together and creating memorable moments.
Unibail-Rodamco-Westfield is an equal opportunity employer that embraces diversity of backgrounds, perspectives, experience, and skills. We believe that diversity plays an important part in the success of our business, and we are committed to creating an environment which respects, values, celebrates and makes the most of people’s differences.
We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, and other legally protected characteristics.
Join us to Reinvent Being Together.
Unibail-Rodamco-Westfield
Related jobs:
Detective Role for Killer Couples (Oxygen Network)
Job Description: Jupiter Casting is seeking talent to portray “Detective 4” in an upcoming episode of Killer Couples for the Oxygen Network. This is a non-union, true crime recreation series that does not require recorded audio, but candidates must closely resemble the provided reference photo. The role requires individuals who can bring a professional look to the part, including providing their own professional wardrobe. Filming will take place in Knoxville, TN.
Job Responsibilities:
- Portray a detective in reenactment scenes for a true crime recreation series.
- Provide your own professional wardrobe for the role.
- Follow direction from the production team for on-camera performance, ensuring visual accuracy for the character.
Requirements:
- Must resemble the provided reference photo.
- Should own a professional wardrobe suitable for a detective role.
- Applicants should submit their name, location, current height and weight, along with clear current face and full body photos that show their appearance and hair.
- Must be available for the filming schedule.
Compensation:
- Rate: $125 per day worked.
Casting for “Vanessa” – Fatal Attraction (TV Series, Episode 1605)
Job Description: Jupiter Casting is seeking a Black female actress in her early 20s to play the role of Vanessa in the true crime recreation series Fatal Attraction, airing on TVOne. The role requires an actress who is physically fit and comfortable with portraying scripted violence and murder scenes. Filming will take place in Knoxville, TN, and accommodations will be provided for out-of-town talent.
Job Responsibilities:
- Portray the character Vanessa in scenes involving scripted violence and intense situations.
- Follow direction from the production team during filming of true crime reenactment scenes.
- Act in recorded audio and visual scenes for the series, ensuring accurate and convincing performance.
Requirements:
- Black female, early 20s.
- Physically fit and comfortable with portraying intense content related to crime and violence.
- Must be available for filming on the specified shoot dates.
- Applicants should submit their name, location, current height and weight, along with current face and full body photos.
- Provide a demo reel or acting footage for consideration.
Compensation:
- Rate: $150 per day worked.
- Hotel accommodations provided for non-local talent.
Arabic-Type FBI Agents for Film Shoot (Extras Casting)
Job Description: Extras Casting is seeking individuals to portray Arabic-type FBI agents for an upcoming film shoot. This role involves playing a background FBI agent and maintaining continuity across multiple shooting days. Candidates must be comfortable in front of the camera and able to follow the production team’s instructions.
Job Responsibilities:
- Portray an FBI agent in various scenes.
- Ensure continuity by participating in multiple shooting days.
- Follow direction from the production team for proper performance as an extra.
- Be punctual and maintain a professional demeanor on set.
Requirements:
- Must fit the description of an Arabic-type FBI agent.
- Must be available for the full duration of the shoot.
- Applicants are required to submit a full-body and portrait picture.
- Provide contact information, including a phone number, when applying.
Compensation:
- Compensation details will be provided upon application or selection.
Car Insurance Frustration Testimonial – Texas Residents
Job Description: A casting agency is looking for couples or individuals based in Texas who are currently facing issues with their car insurance, such as rate increases or being dropped by their provider. This project involves sharing personal stories and frustrations about car insurance experiences in a testimonial-style video that will be self-recorded from home.
Job Responsibilities:
- Share your frustrations and experiences with car insurance, focusing on topics such as rate hikes or policy cancellations.
- Record a testimonial video using your phone or computer, following provided guidelines.
- Ensure that the video is of good quality and clearly conveys your personal story.
Requirements:
- Must live in Texas.
- Must own a car.
- Must have the ability to self-record a video using a phone or computer between the specified dates.
- Willingness to share personal experiences regarding car insurance issues.
Compensation:
- Selected participants will be compensated $1,500 for their testimonial video.
Basketball Boys for Bank Commercial (Nationwide)
Job Description: Miami Talent Casting is seeking a young African American boy, aged 8 to 12, to play the 9-year-old version of a hero athlete in an upcoming bank commercial. The role requires the young actor to have dark hair, brown eyes, and a lighter African American complexion. The commercial will be shot in Boston, and travel expenses for the boy and one parent or guardian will be covered if not local to the area.
Job Responsibilities:
- Portray a young version of the main athlete in the commercial.
- Participate in a fitting and a two-day shoot in Boston.
- Perform basic basketball skills on camera, as the role involves demonstrating familiarity with the sport.
Requirements:
- African American boy, aged 8 to 12, with dark hair, brown eyes, and a lighter complexion.
- Must be able to play basketball with basic skills and have experience in organized team play (either school or outside).
- Willing to cut or have short hair to match the lead actor’s appearance.
- Parents or guardians must be able to commit to the travel and shoot dates.
- Submission should include basketball-related photos or videos showcasing skills.
Compensation:
- $500 per shoot day + $2500 buyout.
- $100 for the fitting.
- Travel expenses covered by production for the child and one parent/guardian.
Chinese Men and Women for Commercial Project
Job Description: Boston Casting is seeking Chinese men and women between the ages of 28 and 65 for a non-union commercial project. This is a paid opportunity, and the commercial will be shot on location in Mashantucket, Connecticut. Participants will be involved in a commercial production representing diverse age groups and roles within the project.
Job Responsibilities:
- Participate in a commercial shoot, performing tasks as required by the production team.
- Work collaboratively with the production crew and other actors to bring the commercial concept to life.
- Attend the required callback and shoot dates.
Requirements:
- Chinese men and women, aged 28 to 65.
- Must be non-union.
- Must be available for callbacks and the scheduled shoot dates.
- Applicants should submit a headshot, résumé or bio, and current contact information (phone and email).
- Must be able to travel to Mashantucket, CT for the shoot.
Compensation:
- This is a paid opportunity. Details of compensation will be provided upon casting confirmation.
Female Rock Climber for Commercial (New England)
Job Description: Slate Casting is seeking a female rock climber aged 25 to 40 for an upcoming commercial. The ideal candidate must have outdoor rock climbing experience. This opportunity is open to both union and non-union talent, with the selected climber featured in a commercial shoot taking place in the New England area.
Job Responsibilities:
- Perform rock climbing in an outdoor setting during the commercial shoot.
- Provide a realistic and dynamic portrayal of outdoor climbing activities.
Requirements:
- Female, aged 25 to 40.
- Must have experience with outdoor rock climbing.
- Open to union and non-union talent.
- Comfortable with outdoor physical activities, specifically rock climbing.
- Must be based in or willing to travel to the New England area for the shoot.
Compensation:
- Details regarding compensation will be provided upon selection for the commercial.
Thanksgiving Cooking Mishaps Commercial Casting
Job Description: Miami Talent Casting is seeking individuals of any gender, age 18 to 80, and any ethnicity, for an exciting commercial campaign focused on real-life Thanksgiving cooking mishaps. This is not a typical photoshoot or online campaign, but rather a unique opportunity to showcase genuine kitchen blunders that you’ve already shared on social media or cooking mishap platforms. If your cooking fail is selected, you could be featured in a commercial that encourages people to keep experimenting in the kitchen.
Job Responsibilities:
- Submit a headshot and brief description of your cooking mishap.
- Provide one or more photos or videos of a past Thanksgiving cooking mishap that has already been posted online.
- If chosen, your photos or videos will be featured in the commercial campaign for a major food brand.
Requirements:
- Any gender, aged 18 to 80, any ethnicity.
- Must have experienced a Thanksgiving cooking mishap in the past and have posted it on social media or a similar platform.
- The cooking mishap must be real and should not be created specifically for this casting.
- Submissions must include one or more photos or videos of the mishap, along with details of where and when it was posted online.
- Provide contact information, including name, location, and phone number.
Compensation:
- Selected participants will receive a payment of $1,500 if their cooking mishap is chosen to be featured in the commercial campaign.
Casting Call: Featured Background Actors – Civil War Era Film (Biopic of General Van Dorn)
Job Description:
We are casting non-union featured background actors for a Civil War era biopic on the life of General Van Dorn. This is a period piece, and we are specifically seeking men and women who can portray wealthy townspeople during this historical time. Filming will take place in Columbia, TN, and actors must be able to work as locals. No prior acting experience is required, but actors must be prepared to be on set for extended hours.
Job Responsibilities:
- Portray wealthy townspeople in various scenes set during the Civil War.
- Participate in on-set filming for a minimum of 8 hours, with potential overtime.
- Work closely with the production team to ensure an authentic portrayal of characters during this historical time period.
- Be prepared to be fitted in period-specific costumes on the day of filming.
Requirements:
- Men and women, ages 30-55.
- Must be able to work as a local in Columbia, TN.
- Must commit to being available for up to 12+ hours on set.
- Willingness to be fitted in period-appropriate costumes on the day of the shoot.
- Ability to work professionally in a large-scale production environment.
Compensation Details:
- Rate: $100 for 8 hours (with an 8-hour guarantee).
- Overtime: Time and a half after 8 hours.
- Paid in full at the conclusion of filming.
Casting Call: Restaurant Patrons with High-End Cars – Major Emmy-Winning Series
Job Description:
We are seeking restaurant patrons who own high-end cars to be featured in an episode of a Major Emmy-Winning TV Series filming in Las Vegas, NV. This is a fantastic opportunity to showcase your high-end vehicle while appearing as a background extra in an upscale restaurant scene.
Job Responsibilities:
- Appear as a restaurant patron in a scene set at a high-end restaurant.
- Bring and showcase your high-end car, which will be featured in the scene.
- Follow direction from the production team to ensure smooth filming.
- Remain professional and cooperative during the shoot.
Requirements:
- Must own a high-end car (luxury vehicles preferred).
- Open to both SAG-AFTRA and Non-Union talent.
- Comfortable working on set for up to 8 hours.
- Must be based in or able to work in Las Vegas, NV.
Compensation Details:
- SAG Rate: $216 for 8 hours.
- Non-Union Rate: $140 for 8 hours.
- Auto Bump: Additional compensation for bringing and featuring your high-end car on set.
Casting Call: Brand Ambassadors for Casino App Launch Program (Atlantic City, NJ)
Job Description:
Branded Promo Talent, a leading experiential marketing agency, is looking for reliable, enthusiastic, and sales-driven brand ambassadors to represent a popular casino during the launch of their new casino app in Atlantic City, NJ. Brand ambassadors will engage with casino visitors to promote and explain the features of the app, encouraging sign-ups and downloads.
Job Responsibilities:
- Promote the casino’s new app by engaging with visitors and explaining the app’s features.
- Encourage casino patrons to download and sign up for the app.
- Maintain a friendly, professional, and enthusiastic demeanor throughout the event.
- Represent the casino brand in a positive and energetic manner.
- Provide feedback and report back on event activities and customer interactions.
Requirements:
- Must be reliable, outgoing, and professional.
- Strong communication and interpersonal skills with a sales-driven mindset.
- Previous experience in promotional work, brand ambassadorship, or sales is a plus.
- Must be available for both event days in Atlantic City, NJ.
Compensation Details:
- Rate: $30 per hour.
- Payment Type: 1099 contractor, paid weekly.
Casting Call: KFC Commercial (Filming in Bogota, Colombia)
Job Description:
We are seeking African-American actors for a KFC commercial shooting in Bogota, Colombia. This is a 1-day shoot with travel required one day before and returning the day after the shoot. The commercial will feature humorous moments around a Christmas dinner, and talent must be comfortable eating chicken on camera. This is a fantastic opportunity to be part of a fun, engaging project with significant compensation.
Job Responsibilities:
- Portray a character in a humorous KFC commercial set during a Christmas dinner.
- Participate in a full-day shoot (up to 12 hours) in Bogota, Colombia.
- Collaborate with the production team to deliver engaging and entertaining performances.
- Be comfortable eating chicken on camera (ensure there are no food allergies or dietary restrictions related to this).
Roles & Profiles:
- Grandmother
- Age: 60 years old.
- Must have a strong presence and comedic timing.
- Young Man
- Age: 20-27 years old.
- Look: Geeky, awkward, and embodying a Generation Z type.
Requirements:
- African-American talent only.
- Must have a valid passport to travel to Colombia.
- Comfortable eating chicken on camera.
- Must be available for travel and shoot dates (details provided upon booking).
- Virtual callback will be held via Zoom (date TBD).
Compensation Details:
- Rate: $2,500 – 10% agency fee.
- Usage: 1 year | Caribbean | TV, Cable, Digital, and Print.
- Exclusivity: Fast food restaurants (only for Caribbean countries).