Coordinator, Property & Client Services

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)