Property Coordinator
Company: Millman Search Group
Location: Paramus
Posted on: May 12, 2022
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Job Description:
The Company has a retail portfolio comprises roughly 75+ assets
enclosing more than 14.6 million square feet in 16 states and
Puerto Rico. Properties included enclosed regional malls, power
centers, neighborhood centers and single-tenant buildings. Mall
tenants include department stores, theaters, in-line shops,
restaurants, kiosks, carts, other revenue- generating activities
and outparcels. Power and neighborhood centers include big boxes,
junior boxes, other shops, grocers, gas stations, outparcels and
other revenue-generating activities. The client has multiple
development and redevelopment projects underway at all times. It
also acquires and sells properties.
Title: Property Operations Coordinator
Reports To: VP, Asset Management
Location: Paramus NJ
General Purpose/Summary of Job:
Client is seeking an Administrative Assistant for a shopping center
in Paramus, NJ. The successful candidate will manage all aspects of
the administrative logistics of the office of the Vice President of
Asset Management and support the property managers with daily
responsibilities. Individual must be able to prioritize work to
ensure that assigned tasks and responsibilities are completed on a
timely basis and possess excellent written and verbal communication
skills.
Essential Duties and Responsibilities:
--- Facilitates and tracks all contracts, correspondence, purchase
orders, etc. as assigned.
--- Handles organizing, updating, filing, and tracking of all
documents, tenant and contractor insurance certificates, contractor
lists, employee contact information, construction/development
project files, risk management-related files, etc.
--- Assist with monitoring and administering all service contracts
and vendor suppliers. Notifies appropriate team members 60 days +
of expiring contracts, insurance certificates, etc.
--- Either orders or oversees the ordering and maintaining of an
appropriate inventory of office supplies and coordinates
maintenance schedules for office equipment.
--- Assist Property Managers with the creation and distribution of
RFP's and administrating the RFP process per company policy.
--- Manage calendars, schedule meetings, and manage contacts within
Outlook.
--- Process mail, new vendor requests, contracts, purchase orders,
T&E and other documents/information.
--- Provides current updates of company policies and procedures and
assists with the administration of said policies and procedures to
mall management team.
--- Assists Property Managers with tenant coordination process.
--- Prepares and processes all payroll and employee-related forms
for new and existing associates.
--- Supports the front office in answering incoming telephone
calls, greeting, and escorting visitors and opens and distributes
mail to mall management staff members and prepares all outgoing
mail for regular, certified, overnight or messenger delivery.
--- Coordinates and schedules departmental meetings and
appointments and prepares and distributes weekly staff meeting
notes to staff members.
--- Provides assistance and basic training in use of on-site office
equipment.
--- Process Incident reports and work with insurance providers risk
management group on the handling and processing of claims.
--- Fulfill accounts payable functions. Assist with the
administration of the property operating budget, including all
parameters to achieve company-established objectives. Support the
monthly P&L variance analysis, accrual process and closing.
--- Works cross functionally with other departments including
marketing, operations, and specialty leasing. Supports programming
and events as a management team member as needed.
--- Assist in the preparation and distribution on emergency plans
for the property, update as necessary, keep records of completed
trainings.
--- Interacts professionally and effectively with mall tenants,
contractors, and the general public.
--- Performs other such duties as assigned.
Job Qualifications:
--- Proficient with Outlook, MS Word and Excel
--- Able to communicate articulately and effectively both orally
and in writing
--- Ability to handle confidential information in a secure
manner
--- Professionally and personally ethical --- Use logic and common
sense in efficiently handling job duties
--- Able to efficiently prioritize work tasks and manage time
--- Be personable and a team player
Minimum Requirements:
--- High School Diploma: Associate's/Bachelor's degree
preferred
--- 4+ years' experience as an Administrative Assistant
Keywords: Millman Search Group, Paterson , Property Coordinator, Other , Paramus, New Jersey
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here to apply!
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