Property Coordinator

Company: Millman Search Group
Location: Paramus
Posted on: May 12, 2022

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