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:
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).
Casting Call: Mature Adults for Senior Living Community Print Campaign
Job Description:
We are seeking mature adults (men and women) aged late 50s, 60s, 70s, 80s+ of all ethnicities to participate in a print campaign for a senior living community. The shoot will focus on portraying the vibrant and welcoming atmosphere of the community. This is a non-exclusive buyout, and the images will only be used by the living center. This is a great opportunity for individuals who want to showcase their warm, authentic personalities in a meaningful campaign. This is not stock photography.
Job Responsibilities:
- Participate in a professional print photoshoot for a senior living community.
- Pose in various settings that showcase the community and lifestyle of senior living.
- Follow the direction of the photographer and production team to create natural, engaging images.
- Collaborate with other cast members and production staff on set.
Requirements:
- Men and women aged late 50s, 60s, 70s, and 80s+.
- Open to all ethnicities.
- Comfortable in front of the camera with the ability to follow direction.
- No prior modeling experience required.
Compensation Details:
- Rate: $500 per individual if selected.
- Usage: Buyout, non-exclusive use by the senior living community (no stock photography).
Casting Call: Westside Background Talent for Live Action Moana Feature
Job Description:
We are conducting additional casting for background talent on the Live Action Moana feature. We are especially looking for males with shoulder-length or longer hair to join us on the beach for some exciting scenes. No experience is needed, and all roles are paid. If you’re local to the area and would love to participate in a community-driven production, this is your chance!
Job Responsibilities:
- Participate as background talent in beach scenes for the Live Action Moana feature.
- Follow direction from the production team during filming.
- Represent authentic cultural and regional elements through your appearance.
- Work with the crew on outdoor, beach-based shoots.
Requirements:
- Males with shoulder-length or longer hair preferred.
- Must not have submitted or applied for this role previously.
- Must be available for outdoor beach shoots along the west side of Pokai Beach.
- Submit full-body photos along with height and weight for consideration.
- Tattoos are welcome, but please list the location and description of any visible tattoos.
- No acting experience required.
Compensation Details:
- Rate: All roles are paid.
- Full details of payment will be provided upon booking.
Casting Call: Gala Women – Wealthy Donor Extras for Feature Film
Job Description:
We are casting women aged 30 and older of all ethnicities to portray wealthy donors attending a high-end gala for an upcoming film, “The Up and Comer.” This cancer benefit scene will be set at a luxurious venue in Downtown Chicago, complete with a live band and black-tie attire. We are also seeking women with unique looks, including those who are bald, balding, or have very short hair, to represent diversity. Some roles may include light dancing, so if you can waltz, please note that in your submission.
Job Responsibilities:
- Portray an upscale, wealthy donor at a high-end gala in an important scene for the film.
- Dress in black-tie attire and bring a few wardrobe options to set (if available).
- Attend and participate in a shoot that may go past midnight (late morning/early afternoon call time).
- If cast for dancing roles, participate in light waltzing during the scene (optional).
Requirements:
- Women aged 30 and older.
- All ethnicities are welcome.
- Comfortable with long filming hours (up to 8 hours, with overtime if necessary).
- Must have your own black-tie gala attire (and bring extra options if possible).
- Bald, balding, or women with very short hair are encouraged to apply.
- Must be available to work in Downtown Chicago.
- If you can waltz, please mention it in your submission.
Compensation Details:
- Rate: $129.60 for up to 8 hours.
- Overtime: Time and a half for any hours worked over 8.
- Parking: Free parking provided.
- Payment: Check will be issued at wrap.
Casting Call: Upscale Party Goers for Major Artist Music Video (Atlanta, GA)
Job Description:
We are seeking male and female talent, aged 18+, to be featured in an upcoming music video for a well-known female artist. The role requires you to portray upscale party attendees, so you must have your own black or white upscale attire, such as tuxedos or fancy dresses. This is a great opportunity to be part of a high-profile project.
Job Responsibilities:
- Appear as a featured upscale party attendee in a music video.
- Dress in your own upscale/fancy black or white attire (tuxedos, fancy dresses, etc.).
- Follow direction from the production team to ensure a seamless portrayal of the scene.
- Be available for a full 12-hour shoot day.
Requirements:
- Male or female, aged 18+.
- Must have upscale, formal party attire in either black or white.
- Comfortable working a 12-hour shoot day.
- Must be located within the Atlanta, GA area (inside the perimeter).
- No prior experience required, but you should be comfortable in front of the camera.
Compensation Details:
- Rate: $200 for 12 hours, with overtime (OT) available for any additional hours worked.
Casting Call: Talent for Caffeine Patch Commercial
Job Description:
We are casting for a Caffeine Patch Commercial filming in Nashville, TN. We are looking for energetic, dynamic individuals who embody a “multi-caffeinated” lifestyle and are constantly in motion. This is an opportunity for any gender and ethnicity, aged 21-40. Tattoos and piercings are welcome, but tattoos must be cleared if selected. You must be comfortable with the concept of caffeine consumption, though actual use is not required.
Job Responsibilities:
- Appear in a commercial for a caffeine patch product, portraying an active, energetic lifestyle.
- Mock the consumption of caffeine pouches on camera (actual use is optional).
- Attend a wardrobe fitting prior to the shoot date.
- Collaborate with the production team to capture dynamic, engaging scenes that showcase a fast-paced, caffeinated persona.
Requirements:
- Open to all genders and ethnicities, ages 21-40.
- Must be available to attend both the fitting and the shoot in Nashville, TN.
- Comfortable with the concept of caffeine pouches (mock consumption only).
- Tattoos and piercings are allowed, but tattoos must be cleared for use if selected.
- Must exude an energetic and fast-paced lifestyle.
- Self-reporting talent only; no travel compensation provided.
Compensation Details:
- Session Rate: $500 per session.
- Usage Fee: $1,000 + 20% agency fee.
Casting Call: Female Model for Commercial (Orlando, FL)
Job Description:
We are casting a Caucasian (or can pass as Caucasian) female model with gray hair and an average BMI for an upcoming commercial in Orlando, FL. The ideal candidate will have a bold, independent, and unconventional spirit, capable of conveying strength, determination, and confidence. The role calls for a model with natural expressions and reactions, embodying an “outlaw spirit” through her presence.
Job Responsibilities:
- Portray a confident and bold female character in a commercial shoot.
- Embody the spirit of independence and unconventional strength.
- Participate in a 10-hour shoot day in Orlando, FL.
- Attend a wardrobe fitting prior to the shoot date.
- Follow the direction of the production team and provide natural, engaging expressions during filming.
Requirements:
- Female, aged 60-80.
- Caucasian (or can pass as Caucasian).
- Average BMI, with gray hair.
- Must have modeling experience, and be comfortable expressing a bold and strong persona.
- Confidence in portraying independence and personal power.
- Willingness to travel to Orlando, FL if not local (travel expenses covered).
Compensation Details:
- Travel Fee: $500/day (only paid if travel is necessary, not guaranteed).
- Travel Expenses for Non-Local Talent: Production covers airfare (if out-of-state) or mileage, hotel accommodations, and provides $150 cash for Ubers/transportation and $150 for meals.
- Wardrobe Fitting: $500.
- Shoot Day (10 hours): $500.
- Usage Fees:
- 2-year North America usage: $1,500 (option, not guaranteed).
- 2-year Global usage: $1,000 (option, not guaranteed).
Casting Call: Private High School Basketball Players – Netflix Comedy Series
Job Description:
We are casting Caucasian males to portray private high school basketball players for an upcoming Netflix comedy series, produced by TPS Production Services, filming in Atlanta, GA. We are looking for athletic individuals aged 16 and up who can realistically portray high school basketball players.
Job Responsibilities:
- Portray a high school basketball player in scenes involving practice, games, or school settings.
- Participate in basketball-related actions on set, including passing, dribbling, and other basic basketball activities.
- Follow on-set direction to ensure smooth execution of basketball scenes.
- Work professionally with the production team to create an authentic high school basketball atmosphere.
Requirements:
- Male, aged 16 and up.
- Must be Caucasian.
- Must be comfortable performing basic basketball skills.
- No prior acting experience is required, but professionalism and punctuality are expected.
- Must be available to work in Atlanta, GA.
Compensation Details:
- Rate: $100 for 8 hours of work.
- Payment will be issued via check 2 to 3 weeks after filming.
Casting Call: Private High School Students – Netflix Comedy Series
Job Description:
We are casting Caucasian males and females to portray private high school students for an upcoming Netflix comedy series, produced by TPS Production Services, filming in Atlanta, GA. We are seeking individuals who are 18 or older but can look younger to authentically portray high school students.
Job Responsibilities:
- Portray a private high school student in various school settings (classrooms, hallways, etc.).
- Follow on-set instructions and contribute to creating an authentic high school environment.
- Work professionally with the production team to ensure smooth filming.
- Be available for a minimum of 8 hours on set.
Requirements:
- Must be 18 years or older but look young enough to pass as a high school student.
- Must be Caucasian.
- No prior acting experience is required, but professionalism and punctuality are expected.
- Must be available to work in Atlanta, GA.
Compensation Details:
- Rate: $100 for 8 hours of work.
- Payment will be issued via check 2 to 3 weeks after filming.