- Careers -

Property Coordinator

Based: The Shops at Park Lane, Hillside Village and Prestonwood Place
Reports to: Vice President, Property Management; Property Manager
.

Position Overview

Responsible for property administrative functions for Dallas portfolio including tenant coordination, contract creation, tenant communications, property tracking worksheets in excel and other general administrative duties.

Specific Responsibilities Include

  • Prepare responses to routine inquiries and act as a conduit for all tenant, vendor, and client requests.
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails to both tenants and contracted vendors.
  • Compile, create, and disperse key communications including default letters, cancellation notices, and other communications as needed.
  • Maintain electronic filing system. More specifically, tenant and vendor files, notice letters, and other communications or pertinent correspondence.
  • Create and manage all service agreements for vendors and license agreements as needed.
  • Assist in managing various components of Maintain X (CMMS) as needed. Specifically, monitoring for open work orders/preventative maintenance, etc.
  • Track and coordinate all roof repairs.
  • Manage the property site plans (lockbox, elevator, trash etc.)
  • Manage the shared property management inbox daily.
  • Update the office and retail Tenant Handbook quarterly.
  • Submit new vendor requests to accounting.
  • Manage the annual distribution of the operating expense reconciliations and annual tenant rental charge letters.
  • Review/maintain emergency response plan and property response plan quarterly.
  • Assist with the annual budget presentations as needed.
  • Prepare agenda for meetings as needed.
  • Record, compile, transcribe and distribute minutes of staff meetings.
  • Manage the monthly Team Awesome Card Program.
  • Own and manage the new tenant onboarding tracker in addition to sending out the tenant welcome Package and possession letter.
  • Call store managers monthly to get key sales information.
  • Other administration duties as assigned.

Qualifications

  • A. Degree required in Business Administration, Real Estate or Finance
  • Minimum of 2 years of administrative experience preferred
  • Ability to quickly analyze and solve problems.
  • Strong verbal and written communication skills.
  • Advanced knowledge of Microsoft Office Suite.
  • Ability to handle a fast-paced environment.
  • Strong attention to detail and the ability to handle multiple projects and tasks simultaneously.