Coordinator - Property & Client Services, Westfield Fashion Square at Westfield in Sherman Oaks, California

Job Description:

Position Summary

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 at all times maintaining compliance with company policies and procedures.

Essential Duties

Contracts Administration – Service Contracts, Work Orders and General Expenditure

• Maintains the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations Tenant Services on expiries that require a new contract or renewal.


• Works in partnership with Facility Operations Tenant Services, drafts work orders and service contracts, checks and updates forecast expenditure balance.


• Monitors and manages compliance of center teams with the Contract Policy and Finance Approval Authorization Matrix.


• Through Procore, supports the bidding process:
  
  
  • Distributes Requests for Proposals, invites vendors to bid, follows up bids, prepares Bid Summaries.
  
  
  • Performs Know Your Partner/GAN Compliance checks.
  
  
  • Notifies vendors of recommendations.
  
  
  • Collects vendors’ Certificates of Insurance.
  
  
  • Drafts contracts and issues to vendors for execution.
  
  
  • Uploads vendor executed contracts and follows through internal approvals.
  
  
  • Reconciles costs to process vendor payment.
  
  
  • Creates and processes Change Orders.
  
  
  • Follows through approvals.
  
  
  
  


• Attends weekly progress meetings with Facility Operations Tenant Services and follows through assigned actions.


• Supports FOTS in the preparation of work permits for center contract works (e.g. sprinkler drain-down, hot works) and furnishes contractors with relevant permits (through the Sine visitor management system for Flagship centers and manually for Regional centers).

Finance Administration – Accounts Payable, Accounts Receivable and Other Finance Processes

• 
  Accounts Payable (CAM, Center-specific):
  
  
  • Matches invoices to works.
  
  
  • Chases back-up documentation from internal teams.
  
  
  • Routes invoices and follows up payments with corporate Accounts Payable.
  
  
  • Monitors Nexus and Business Objects i.e. invoices on hold, coding errors etc. and troubleshoots issues.
  
  
  • Receives invoices in the mail, uploads them to Nexus, codes and matches to work.
  
  
  
  


• 
  Tenant Security Deposits (Permanent and Specialty Leasing):
  
  
  • Receives formal request from the Tenant.
  
  
  • Checks the lease terms.
  
  
  • Checks Tenant’s account balance, requests offset of arrears against the deposit to AR, where lease terms permit.
  
  
  • Collates documents for submission to Accounts Payable:
    
    
    • Screen shot of Tenant’s account balance, including the deposit plus any offsets.
    
    
    • Relevant Exhibits.
    
    
    
    
  
  
  • Submits to Accounts Payable.
  
  
  
  


• 
  Accounts Receivable:
  
  
  • Responsible for center-specific Violations (OTH), and Construction (CCH) Manual Billing, processes, mails and follows up payment with Tenants and contractors for payment.  For Services Sold (SVS) and Legal Manual Billing, responsible for uploading request and back-up documentation into the Box file for the Portfolio Associate to action.
  
  
  • 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:
  
  
  • Sends out email communications to Specialty Leasing/Brand Ventures Tenants.
  
  
  • Obtains sales from Tenants in accordance with lease terms, chases 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 a Manual Bill on E1.  Mails the Manual Bill to the Tenant and chases payment, maximizing income.
  
  
  
  


• 
  Gift Card Reconciliation Process:
  
  
  • Matches and verifies receipts to system accounting entries.
  
  
  • Prepares reconciliation documents for GM sign-off.
  
  
  • Maintains Gift Card reconciliation filing at the center.
  
  
  
  


• 
  Month End Accounting Process:
  
  
  • Prepares a list of accruals and collates back-up documentation.  Verifies accruals in TM1 and assists the General Manager with the forecast.
  
  
  • Reconciles P-card expenses, uploads receipts, and verifies payment.
  
  
  • Centers with central Plant – prepares Central Plant Union (Engineers) payments:
    
    
    • Calculates Union Dues/Annuity/Pension, creates invoice for overtime and bill-back.
    
    
    • Creates a check request for Dues/Annuity/Pension and submits into Nexus, routes to Accounts Payable.
    
    
    
    
  
  
  • Downloads reports for General Manager sign-off and maintains for audit records:
    
    
    • Holdover Report.
    
    
    • Manual Bill Report.
    
    
    • Rental Summary Report.
    
    
    • Sales Kick-out (June & December).
    
    
    • Rent Roll (Permanent and Specialty Leasing).
    
    
    • Lease Abstract Report.
    
    
    
    
  
  
  
  

Specialty Leasing and 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.
  
  
  • 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 and Tenant Services.
  
  
  • Arranges regular communications with the Specialty Leasing Director/Specialty Leasing Manager to plan the schedule, align on Tenant requirements and troubleshoot issues.
  
  
  • 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.
  
  
  • Manages the roll-on roll-off of units, issues instructions to Facility Operations and Tenant Services and follows through to completion.
  
  
  • Issues meter readings and utilities supplier information to Tenants (in-line stores and kiosks only).
  
  
  • Inventory management:
    
    
    • Liaises with Facility Operations and Tenant Services on maintenance and repairs and instructs works. Raises purchase orders/invoices and forecasts expenditure.
    
    
    • Checks Exiting Condition Reports are completed for all vacant, outgoing in-line units and kiosks through Facility Operations and Tenant Services.
    
    
    • Maintains an equipment and asset inventory schedule.
    
    
    
    
  
  
  • Takes photos of activations, media, and space opportunities and uploads them to Salesforce.
  
  
  
  

General Coordination & Duties

• Sales Collection:
  
  
  • Sends communications to Tenants via URW Connect.
  
  
  • Obtains sales from ALL permanent and temporary retailers in accordance with lease terms, chases outstanding data to full completion, and uploads data into Salesforce/E1.
  
  
  • Completes Sales Report Sign-off and issues to the General Manager for approval.
  
  
  
  


• Processes Open/Closed/What's Happening Notices and uploads to Salesforce.


• Uploads executed storage leases to Salesforce, maintains the center Storage Tracker.


• 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 information to Tenants.
  
  
  • Responds to Tenant requests and communicates these to relevant team members
  
  
  • Processes Tenant requests for works and approves after hours work permits (checks insurance, reviews work in conjunction with Facility Operations Tenant Services, coordinates with Tenant on scope).
  
  
  
  


• Foot Traffic Monitoring and Maintenance verifies cameras are operational, manages the calibration and maintenance of cameras with the vendor, and troubleshoots discrepancies.


• Gift Card – monitors stocks, orders supply, reconciles inventory and updates systems.


• Attends weekly staff meeting and customer service (“Style” program) sessions.


• Attends required training classes and programs.


• Other duties, as assigned.

Essential Qualifications, Competencies 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 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 qualificatons


• Medical, Dental, Vision, and 401K benefits available

If you’ve ever wanted to be part of an innovative business, on the cutting edge of developing and evolving the shopping experience for customers, this is your chance!

The following values bring us together and guide our actions. They are the foundation of who we are today and who we will be tomorrow: EXCELLENCE We only aim for the best - TEAMWORK We unite talent to win as a team -  ETHICS We build on trust and transparency – BOLDNESS We dare with vision and agility – PASSION We go the extra mile – OWNERSHIP We are empowered to deliver.

We want someone who is committed, thorough, works well in a team, exudes positive energy and ready to grow within an international company. We offer a collaborative, innovative, and achievement focused culture with unique opportunities for growth. We strive for excellence and our culture fosters autonomy, innovation and the collective power of our employees. If you are looking to work on stimulating and empowering missions, amongst great team members, while being challenged daily, do not hesitate to apply!

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 individual differences.

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

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