Coordinator, Property & Client Services - Westfield UTC at Westfield in San Diego, California

Job Description:

Do you want to help revolutionize a major industry? At Unibail-Rodamco-Westfield (URW), you’ll have the opportunity to impact the future of real estate by developing innovative and engaging places that reinvent being together. Come join a team that builds excitement about working at URW. You’ll get to work with leaders who are passionate about tackling changing consumer behavior with innovative experiences. All this bold vision means the company culture embraces evolution and change.  We believe there is no "perfect" candidate and want to encourage applying even if all the requirements listed aren’t met. If you're passionate about URW and looking to learn and grow, then we look forward to reviewing your application!

We are currently looking for our:

Coordinator, Property & Client Services

What we offer

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. Centers with 1 Coordinator will obtain support from the Portfolio Associates for some of the administration processes.

Scope

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  Contracts Administration (Service Contracts, Work Orders & General Expenditure)
  
  
  • Maintains the Center Contract Log and follows up with Facility Operations on expirations that require a new contract or renewal.
  
  
  • Monitors and manages compliance of center teams with the Contract Policy and Finance Authorization Matrix.
    
    
    
    • Through Procore, supports the Facility Operations with the bidding process, including but not limited to performs Know Your Partner/GAN Compliance checks, collects Certificates of Insurance and Business License, and drafts contracts.
    
    
    • Uploads vendor executed contracts in Procore and finalize contract workflow process. 
    
    
    • Create Purchase Orders, change orders, and track progress payments.
    
    
    • Updates forecast expenditures on quarterly basis.
    
    
    
    
  
  
  • Supports Facility Operations in the preparation of access permits for center contract work (e.g. Sprinkler drain-down).
  
  
  
  

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  Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)
  
  
  • Accounts Payable (CAM/center‐specific and CAPEX):
    
    
    • Obtains necessary back-up documentation when creating Purchase Requisition/Purchase Order and obtain evidence of goods/services to support invoices in review.
    
    
    • Communicates with vendors on invoice instructions.
    
    
    • Verifies invoices are paid timely within Basware and crosschecking for incomplete tasks.
    
    
    • Prepares a list of accruals and collates back‐up documentation. Verifies OPEX (and CAPEX at assigned centers) accruals in system and assists the General Manager with the forecast.
    
    
    • Process Permanent, Specialty, and Construction security deposit refund.
    
    
    • Reconciles P‐card expenses, uploads receipts, and verifies payment.
    
    
    
    
  
  
  
  

• Accounts Receivable:
  
  
  • Supports the General Manager, Operating Manager, and AR Manager as instructed.
    
    
    • Processes manual bills with the required back‐up documentation and submit for approval:  Center Specific and Violations, Specialty Leasing and Partnership Marketing, Tenant Services, Utilities and Parking, and Miscellaneous Debtors
    
    
    
    
  
  
  • Maintains the Check Log for recording, audit receipt of manual checks, and FedEx to the centralized lockbox.
  
  
  • Reviews the monthly Holdovers and Rent Roll to ensure accurate Tenant billings and address errors or omissions.
  
  
  
  

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  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 Merchandising Units (RMUs), pop‐up in‐line stores, and kiosks.
    
    
    • Performs daily center walks/inspections of specialty program to ensure Tenant activation complies and maintains with approved Visual Merchandising Design Guidelines.
    
    
    • Connect with Retail Design Manager on new tenant’s submission for design approval and signage proposal prior to opening.
    
    
    • Monitors pipeline activity, distributing reports to center team, and plans the activation schedule.
    
    
    • Arranges regular communications with center teams and Specialty Leasing Manager to align on activity.
    
    
    • Prepares Termination Notices and NOBA for Specialty (& Perm) tenants.
    
    
    • Processes Open/Close Notices in accordance with the policy for Specialty Leasing Tenants.
    
    
    • With support from Marketing, liaises with Tenants on center operations, sales, customer service, and optimizing performance.
    
    
    • Obtains business licenses and seller permits, where required.
    
    
    • Collects Tenant’s Certificates of Insurance, Security Deposit, and first month’s rent before key turnover and upload to Salesforce.
    
    
    • Coordinates the roll‐on roll‐off units with Facility Operations and follows through to completion.
    
    
    • Filming and Parking deals: collect Certificate of Insurance, security deposit, and rent prior to start date. For filming deals, do center walk with filming team to do run of show. For parking deals, communicate to security night prior to ensure area is blocked off for clients.
    
    
    • Issues meter readings and utilities supplier information to Tenants (in‐line stores and kiosks only).
    
    
    • Communicates maintenance and repairs needed with Facility Operations via work orders.
    
    
    • Takes photos of activation, media, and space opportunities and uploads them to BOX link as required.
    
    
    
    
  
  
  
  

   General Coordination & Duties

• Assists Mallcomm with tenant sales data information.


• Prepares onboarding checklist/welcome letters to new retailers (Perm and Specialty) to include but not limited to set up on URW Connect, collect and upload initial Certificate of Insurance into 3rd party vendor’s platform, sign ordering, and assist with payment portal enrollment.


• Generate delivery letters for leasable space to new Permanent retailers.


• Supports Specialty Leasing Managers with touring vacancies for potential retailers as needed.


• Negotiates, drafts and uploads executed storage leases in the system for Centers without AGM. For Flagship centers, enter deal into Salesforce and send contract through DocuSign.


• Maintains and updates the Asset Register/Personal Property list on a quarterly basis.


• Generate all required operational Monthly, Quarterly, Bi-Annual, and Annual reports for General Manager’s review.


• Prepares All Tenant Operational Defaults for breach of lease covenants.


• Coordinates URW Connect:

• Add new retailers and approve access (optional in Mallcomm integration)


• Uploads URW communications from Management Team to Tenants


• Responds to Tenant’s requests and communicates these to relevant team members for follow‐up.


• Processes Tenant’s requests for work orders and approves after hours work permits (verifies insurance, reviews work in conjunction with Facility Operations)

• Attends required training classes and programs through URW Academy.


• Sort and distribute mail and other duties, as assigned.

What we are looking for

• BA or BS degree or equivalent experience required.


• 2‐3 years’ prior experience in an administration role, working with cross‐functional teams.


• 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

Non-Exempt

$62,000 – $80,000 Annually

What is important to us

Unibail-Rodamco-Westfield (URW) is driven by an entrepreneurial foundation of talented and ambitious employees who embrace change, strive for innovation, and know when to venture into uncharted terrain. Teams within URW are collaborative and thrive by working together to seize opportunity and solve challenges. Employees receive mentorship and guidance while being empowered to drive their initiatives, embracing their individuality and unique backgrounds. URW‘s flagship destinations are interwoven into the community fabric, and we give employees the power to be impactful in their work and lead meaningful change in our communities through volunteering, DE&I programming and leading ESG efforts. URW is an innovator and trend setter in experiential entertainment and is making bold moves to be a brand that creates inspiring consumer experiences in-person and digitally. Breaking beyond conventional beliefs, URW is surprising and delighting customers by reinventing being together and creating memorable moments.

Our company purpose – to Reinvent Being Together – is about reimagining how individuals and communities come together, socialize, and enjoy dynamic experiences alongside one another in entirely new ways.

Unibail-Rodamco-Westfield is an equal opportunity employer that embraces diversity of backgrounds, perspectives, experience, and skills. We believe that diversity plays an important part in the success of our business, and we are committed to creating an environment which respects, values, celebrates and makes the most of people’s differences.

We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, and other legally protected characteristics.

Join us in Creating Sustainable Places That Reinvent Being Together.

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