Property Management Administrator

Location

Plaza Frontenac - 97 Plaza Frontenac

Business

At Brookfield Properties, we believe retail should be anything but typical. It’s why we’re integrating shopping, dining, entertainment, and more to reimagine retail experiences everywhere. Because for us, retail isn’t just about managing properties or redeveloping malls. It’s about creating inspiring spaces that draw consumers in. It’s about helping our tenants build their brand in a big way. It’s about contributing to our communities. And, more than anything, it’s about bringing people together.

If you’re ready to be a part of our team, we encourage you to apply.

Job Description

The Property Management Administrator (PMA) administers the property’s short-term revenue programs, oversees community-based programs, assists with implementing mall marketing programs, manages retailer and community relations, while providing general administrative support to the mall management team. The PMA serves as a liaison across customers, vendors, and multiple functions including but not limited to Mall Management, Business Development, Strategic Partnerships, Leasing, and Marketing.

Responsibilities

Mall Management Office

• Supports the day-to-day management of the mall including general office work such as file organization, fulfilling written requests, answering phones, greeting guests, word processing, distributing mail, purchasing and replenishing supplies

• Serves as initial point of contact for customer, vendor, merchant and tenant inquiries, requests and complaints while exhibiting a high level of customer service

Revenue Administration

• Administer specialty leasing (retail merchandising units and kiosks) deals; prepare deal sheets & packets within Salesforce, facilitate license agreement execution, complete merchant on-boarding process, and maintain merchant files to comply with audit guidelines

• Administer strategic partnership deals including obtaining collateral, coordinating installation and removal per contracted term

• Serve as primary on-site contact for business development program; resolve complaints and communicate any issues to the GM and appropriate Business Development contact

• Ensure merchants adhere to company guidelines and visual standards

• Screen, prospect, and route business development (specialty leasing and strategic partnerships) leads to appropriate representative

• Participate in specialty leasing site visits with prospective merchants as requested

• Identify appropriate merchant placement based upon available space inventory & building code requirements

• Coordinate merchant opening and closing logistics with operations and security; coordinate install and removal of RMUs, banners, signage, and advertisements

• Work with Tenant Coordination to obtain approved drawings and municipality permits for new kiosks

• Provide proof of performance for national and local advertising deals and activations as requested

• Post and maintain collateral, coordinate installation and removal per contracted terms

• Educate merchants on rent collection system, verify payments, follow-up and collect Accounts Receivable as needed

• Collect and track specialty leasing merchant sales; calculate and bill overage & breakpoints

• Administer storage rental program, which includes negotiating new and renewal agreements, tracking occupancy, and other related activity

• Oversee merchant Insurance Program which includes, but not limited to, signing up qualifying new and existing merchants, ensuring Certificates of Insurance are current

• Oversee Holiday photo set operator/vendor, including but not limited to, being the main point of contact, coordinating set install, monitoring daily operations, tracking sales, and coordinating set removal

• Deliver violation letters and/or action notices as approved by GM and Business Development

• At the discretion of leadership, may be required to participate in the Manager on Duty (MOD) schedule during non-office hours, including evenings, weekends, and holidays. MOD coverage may include being on call, or on-site when appropriate. The on-site requirements of the MOD will be determined and approved by leadership.

Marketing, Community, Customer Experience

• Implement portfolio-wide and community programming and events

• Secure retailer participation for events (sampling, demos, offers, displays, etc.), execute event implementation, collect results and highlights, and submit Community Event Tracker

• Maintain property social media