Coordinator, Property & Client Services – Westfield Old Orchard
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
$50,000 – $65,000
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
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