Property Services Coordinator

Overview

Support leasing & property services via lease admin, reporting, and office coordination.

Key Responsibilities

• yardi entry
• lease administration
• tenant records
• access control
• costar listings
• hvac support

Tasks

-Coordinates signage and schedules installation for new office tenants. -Updates and maintains emergency contact lists and email distribution lists for vendors and tenants. -Performing office duties that include ordering supplies and managing a records database. -Track tenants' Certificates of Liability Insurance monthly and contact them to obtain current ones. Update records in Yardi and file copy in lease file. -Assist accounting with obtaining monthly tenant sales, as needed. -Set up new tenants & their requested lease contacts on Commercial Café. -Assists with tenant notifications on scheduled maintenance/work/inspections, as needed. -Abstract all leases, renewals, amendments, terminations, and move-outs. -Run Yardi reports and/or audits when necessary for Lease and Property Services Department. -Maintain tenant emergency contact lists and holiday schedules for office tenants. -Update floor plans as needed. -Must handle all matters in strict confidentiality -Charge lease fees and broker fees to tenant accounts. -Maintain and update space listings in CoStar and Catalyst. Coordinate listings for Biltmore Farms website with the marketing team. -Based on estimated Rent Commencement Date: set up rent steps, options to renew if applicable, lease term dates, estimated CAM, insurance, Recovery CAM, taxes, in Yardi. -Complete administrative tasks for tenant move-ins and move-outs. -Serves on the schedule for Administrative Assistant rotation providing occasional front-desk substitute coverage. -Maintain all files (paper and electronic). -Assist property management with HVAC and door access systems. -Ensure that Brokers commission worksheet is entered according to commission agreement. -Assist Commercial Leasing Agent in preparing and editing the Leasing Status Report. -Maintain an atmosphere of cooperation and openness between all staff -Effectively manage team calendars, which includes planning and coordinating internal and external meetings. -Reading and analyzing incoming memos, submissions, and distributing them as needed. -Enter all Leases into Yardi once Commencement Agreements are complete. -Prepares both routine and confidential correspondence, reports, memos, invoices, presentations, and other complex documents. -Assist with coding invoices -Maintain physical leasing files in an organized manner. -Update Lease templates and forms. -Post Opening Charges (Marketing Fee, TIA, and Security Deposits) in Yardi for new tenants. -Set up any new properties or space in Yardi as needed. -Maintain tenant contact information in Commercial Café when there is a change in leadership, assignment, or termination. -Enter Renewals in Yardi, along with renewal rent steps, new clauses, any CAM adjustments, and upload required documents. -Maintains building keys, access cards, and access card/key logs for security purposes. -Assist Commercial Leasing Agent in creating Letters of Intent and Proposals, Lease document drafts, and other necessary correspondence to support Commercial Leasing Agent in securing commercial leases in an expedited, timely manner. -Aggressively anticipate impacts of workload/issues to team deadlines

Requirements

• microsoft office
• project management
• bachelors
• commercial leases
• document review
• teamwork

What You Bring

-Experience in fast-paced environment and proven ability to prioritize multiple responsibilities. -Prior experience with document review and editing. -The ability to use Microsoft Word, Excel, PowerPoint Outlook, and Adobe Acrobat/Illustrator -Able to regularly plan, prioritize and organize a diverse workload with the ability to meet deadlines; able to manage team projects as needed. -Proven ability to work in a team environment. Strong teamwork skills and a strong ability to offer suggestions and improvements to process and work effectively. -Maintains confidentiality and professionalism in all situations. -Bachelors degree in Business Administration, Marketing, Paralegal Studies, Real Estate, or other applicable field of study; AND at least seven years of experience corporate office environment, or -Knowledge of contact databases, project management tracking software is a plus -Must have excellent verbal and written communication skills -Proficiency in Outlook, Word, Excel, PowerPoint and general knowledge of various systems used for accounting, property management, document management, or commercial leasing. -A proactive approach to problem-solving with strong decision-making skills; must be able to meet deadlines in a fast-paced quickly changing environment. -Prior experience working with commercial leases preferred. -Understand real estate contracts and review for accuracy per Company guidelines. -Proven ability to manage projects, work under pressure and consistently meet deadlines. -Two-year Associates degree in Business Administration or related field; AND at least nine years of experience in corporate office environment. -High attention to detail and accuracy -Must understand the concept of team work and be able to demonstrate the skills necessary to support the development and growth of the Company -Strong organizational, analytical and interpersonal skills -Demonstrate prioritization, multi-tasking, and achievement of deadlines in a rapidly changing office environment. Daily communication with Biltmore Farms leaders, outside lenders, sales teams, attorneys, and vendors.

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Benefits

-YMCA membership monthly discount -Competitive salary -401K retirement plan with employer matching program -Friendly and supportive work environments -Outstanding medical, dental, and vision benefits coverage -Parental leave with up to 6 weeks available for birth, adoption, and fostering -Paid Time Off (PTO) and Holiday pay -Great career growth opportunities -Fun wellness program with annual bonus of up to $600

About Biltmore Farms

-Transformed from the Southeast’s largest dairy farm into a community‑development firm with diverse real estate holdings. -Built mixed‑use urban villages like Biltmore Park Town Square combining shopping, living and dining. -Develops master‑planned residential neighborhoods such as Biltmore Lake and Fox Run Preserve. -Operates hotels including the LEED‑certified Hilton Asheville Biltmore Park, blending heritage and hospitality. -Maintains commercial real estate assets, leasing and managing properties across Asheville region. -Adaptive reuse is a hallmark—turning an old dairy plant into a full‑service hotel rooted in local history. -Preserves green space and mountain beauty while integrating thoughtful growth into community fabric.

Sector Specialisms

Security Clearance

-criminal history disclosure and screening after offer of employment. -e‑verify verification of identity and employment eligibility.