Coordinator, Property & Client Services

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.

Specialty Leasing & Brand Ventures Coordination of Center‐level Program

• Responsible for uploading request and back‐up documentation into the Box file for the Portfolio Associate to action.
• Prepares Tenant Operational Defaults for breach of lease covenants, issues to the General Manager for signature and distributes to the Tenant.
• Arranges regular communications with center teams to align on activity (General Manager/Asst. General Manager/ Facility Operations.
• Responds to Tenant requests and communicates these to relevant team members for follow‐up.
• Coordinates the roll‐on roll‐off of units, issues instructions to Facility Operations and follows through to completion.
• Performs center walks/inspections, ensures Tenant activation complies with visual merchandising Design Guidelines.
• Processes mail – receives, opens, scans and mails: Certificates of Insurance, manual checks (mails to the lockbox), invoices, other general information.
• Reconciles costs to process vendor payment.
• Creates and processes Change Orders.
• Processes payables (PO/PA‐Invoices)
• Obtains Tenant Certificates of Insurance and uploads to Salesforce.
• Maintains the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations on expirations that require a new contract or renewal.
• Monitors pipeline activity, distributing reports to center team, and plans the activation schedule.
• 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.
• Supports the General Manager, Operating Manager and AR Manager, as instructed.
• Checks Exiting Condition Reports are completed for all vacant, outgoing in‐line units and kiosks.
• Monitors payable system for invoices on hold, coding errors etc. and troubleshoots with Facilities Director/General Manager.
• Works in partnership with Facility Operations, drafts work orders and service contracts, checks and updates forecast expenditure balance.
• 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.
• Obtains sales from Tenants in accordance with lease terms, follows‐up on any outstanding data to full completion and uploads data into Salesforce.
• Maintains an equipment and asset inventory schedule.
• Through Procore, supports the bidding process:
• Communicates maintenance and repairs. Creates associated purchase orders/invoices and forecasts for expenditures.
• Prepares a list of accruals and collates back‐up documentation. Verifies accruals in system and assists the General Manager with the forecast.
• Matches invoices to purchase orders/projects.
• Routes invoices and follows up payments with corporate Accounts Payable and Fixed Assets.
• Obtains permits from the local authority, where required, and supports Tenants with the same.
• Verifies Tenant billing on the monthly Rent Roll and issues to the General Manager for approval.
• Uploads URW communications from Management Team to Tenants.
• Calculates percentage rent billing from sales data and creates/processes/sends manual bill.
• Processes Tenant requests for works and approves after hours work permits (checks insurance, reviews work in conjunction with Facility Operations).
• Issues meter readings and utilities supplier information to Tenants (in‐line stores and kiosks only).
• Uploads vendor executed contracts and follows through internal approvals.
• Completes Sales Report sign‐off and issues to the General Manager for approval.
• Arranges regular communications with the Specialty Leasing team to plan the schedule, align on Tenant requirements and troubleshoot issues.
• Performs Know Your Partner/GAN Compliance checks.
• Notifies vendors of recommendations.
• Reconciles P‐card expenses, uploads receipts, and verifies payment.
• Uploads executed storage leases in the system.
• Attends weekly progress meetings with Facility Operations and follows through assigned actions.
• Obtains necessary back‐up documentation.
• 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)
• Calculates Union Dues/Annuity/Pension, creates invoice for overtime and bill‐back.
• Attends required training classes and programs.
• Monitors and manages compliance of center teams with the Contract Policy and Finance Authorization Matrix.
• Takes photos of activations, media, and space opportunities and uploads them to Salesforce as required.
• Drafts contracts and issues to vendors for execution.
• Collects vendors’ Certificates of Insurance.
• Centers with central Plant – prepares Central Plant Union (Engineers) payments:
• Obtains sales from ALL permanent and temporary retailers in accordance with lease terms and uploads data into sales tracking system.
• Attends weekly staff meeting and customer service (“Style” program) sessions.
• With support from Marketing, liaises with Tenants on retail and center operations, sales, and customer service, optimizing performance and income.
• Obtains Tenant signage proposals and internal approval from Retail Design Management, ensures the Tenant implements according to the approved specification.
• Creates a check request for Dues/Annuity/Pension and submits into Nexus, routes to Accounts Payable.

Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)

• Construction (CCH) Manual Billing
• 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.
• Ability to maintain composure in all scenarios.
• 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.
• 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 conform to policies and procedures and familiarity of working within a compliance framework.
• 2‐3 years’ prior experience in an administration role, working with cross‐functional teams.
• Ability to understand and interpret legal agreements.
• BA or BS degree or equivalent experience required.
• Ability to respect confidentiality and sensitivity of information.
• Experience of basic finance administration: processing purchase orders/invoices, assisting with accruals and budget forecasting.

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.

• Legal Manual Billing
• $28-$32 per hour
• Specialty Leasing Percent Rent Billing:
• Accounts Payable (CAM/center‐specific and CAPEX):
• Non-Exempt / Hourly
• Temp to Hire