Log In
Sign Up
New Zealand
Unibail-Rodamco-Westfield Looking for Coordinator Property & Client Services at West Coast Full Time
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.
Essential Duties
§Contracts Administration (Service Contracts, Work Orders & General Expenditure)
- Maintains the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations on expirations that require a new contract or renewal.
- Works in partnership with Facility Operations, drafts work orders and service contracts
- Attends weekly progress meetings with Facility Operations and follows through assigned actions.
- Manage the Port Authority Loading Dock/Delivery platform VS3 system
- Work with New Tenants to create their account and provide training material
- Ensure both Insurance Requirements and Loading Dock Requirements are met
- Works with Existing Tenants to help answer questions about loading dock delivery process, reactivating accounts, and sending password resets
- Review all deliveries made by Tenants before approving and sending to the dock.
- Submit 24 Hour Emergency Delivery Forms to the dock on behalf of the tenant
- Schedule and maintain all Westfield recurring deliveries (i.e UPS, Fed Ex, Fire Suppression)
- Sends notices to Tenants pertain to the reclaim and delivery of leasable space (ie. Delivery letters, Termination Letters, and Operational Letters)
§Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)
- Accounts Payable (CAM/center‐specific and CAPEX):
- Process payables (PO/PA‐Invoices)
- Matches invoices to purchase orders/projects.
- Obtains necessary back‐up documentation.
- Routes invoices and follows up payments with corporate Accounts Payable and Fixed Assets.
- Monitors payable system for invoices on hold, coding errors etc. and troubleshoots with Facilities Director/General Manager.
- Accounts Receivable:
- Supports the General Manager, Operating Manager and AR Manager, with AR collection process by drafting notices as requested and arranging for mail delivery. Maintains and updates the Default tracker.
- Responsible for processing Manual Bills; Services Sold (SVS), Legal Manual Billings, Violations (OTH) and Construction Manual Bills (CCH)
- 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.
- Specialty Leasing Percent Rent Billing:
- Obtains sales from Tenants in accordance with lease terms, follows‐up on any outstanding data to full completion and uploads data into Salesforce.
- Verifies Tenant billing on the monthly Rent Roll and issues to the General Manager for approval.
- Calculates percentage rent billing from sales data and creates/processes/sends manual bill.
- Month End/Quarter‐End/Year‐End Processes:
- Reconciles P‐card expenses, uploads receipts, and verifies payment.
- Download reports for General Manager sign-off and maintains for audit records:
- Holdover Report
- Manual Bill Report
- Rent Roll (Permanent and Specialty Leasing)
- Sales Kick-out (June & December)
- Lease Abstract Report
§Specialty Leasing & Brand Ventures Coordination of Center‐level Program
- 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.
- Collects all necessary information to submit for Minor Works Application Process with Port Authority
- Performs center walks/inspections, ensures Tenant activation complies with visual merchandising Design Guidelines.
- Monitors pipeline activity, distributing reports to center team, and plans the activation schedule.
- Arranges regular communications with center teams to align on activity (General Manager/Asst. General Manager/ Facility Operations.
- Arranges regular communications with the Specialty Leasing team to plan the schedule, align on Tenant requirements and troubleshoot issues.
- With support from Marketing, liaises with Tenants on retail and center operations, sales, and customer service, optimizing performance and income.
- Obtains permits from the local authority, where required, and supports Tenants with the same.
- Obtains Tenant Certificates of Insurance and uploads to Salesforce.
- Obtains Tenant signage proposals and internal approval from Retail Design Management, ensures the Tenant implements according to the approved specification.
- Coordinates the roll‐on roll‐off of units, issues instructions to Facility Operations and follows through to completion.
- Inventory management in partnership with Facility Operations:
- Communicates maintenance and repairs. Creates associated purchase orders/invoices and forecasts for expenditures.
General Coordination & Duties
- Sales Collection:
- Obtains sales from ALL permanent and temporary retailers in accordance with lease terms and uploads data into sales tracking system.
- Completes Sales Report sign‐off and issues to the General Manager for approval.
- Uploads executed storage leases in the system.
- Processes mail – receives, opens, scans and mails: Certificates of Insurance, manual checks (mails to the lockbox), invoices, other general information.
- Prepares Tenant Operational Defaults for breach of lease covenants, issues to the General Manager for signature and distributes to the Tenant.
- Coordinates URW Connect:
- Uploads URW communications from Management Team to Tenants.
- Responds to Tenant requests and communicates these to relevant team members for follow‐up.
- Attends weekly staff meeting
- Attends required training classes and programs.
- Identify and fulfill office supply needs
- Other duties, as assigned.
Essential Qualifications and Experience
- BA or BS degree or equivalent experience required.
- 2‐3 years’ prior experience in an administration role, working with cross‐functional teams (Experience in commercial/residential/property management or project management is a plus but not necessary)
- Experience of basic finance administration: processing purchase orders/invoices, assisting with accruals and budget forecasting.
- 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 understand and interpret legal agreements.
- Ability to conform to policies and procedures and familiarity of working within a compliance framework.
- Ability to respect confidentiality and sensitivity of information.
- 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.
- 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.
- Ability to maintain composure in all scenarios.
Compensation & Benefits
- Non‐Exempt
- Competitive salary based on experience and qualifications
- Medical, Dental, Vision, and 401K benefits available
Unibail‐Rodamco‐Westfield
is an equal opportunity employer that embraces diversity of backgrounds, perspectives, experience, and skills. We offer a collaborative, innovative, achievement focused culture with unique opportunities for growth in a global company and we evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected
characteristic.
is an equal opportunity employer that embraces diversity of backgrounds, perspectives, experience, and skills. We offer a collaborative, innovative, achievement focused culture with unique opportunities for growth in a global company and we evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected
characteristic.
