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.
Scope
Contracts Administration (Service Contracts, Work Orders & General Expenditure)
the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations on expirations that require a new contract or renewal.
in partnership with Facility Operations, drafts work orders and service contracts, checks and updates forecast expenditure balance.
and manages compliance of center teams with the Contract Policy and Finance Authorization Matrix.
Procore, supports the bidding process:
Know Your Partner/GAN Compliance checks.
vendors of recommendations.
vendors' Certificates of Insurance.
contracts and issues to vendors for execution.
vendor executed contracts and follows through internal approvals.
costs to process vendor payment.
and processes Change Orders.
weekly progress meetings with Facility Operations and follows through assigned actions.
Facility Operations in the preparation of work permits for center contract works (e.g. sprinkler drain? down) and furnishes contractors with relevant permits (through the Sine visitor management system for Flagships and manually for Regionals)
Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)
Payable (CAM/center?specific and CAPEX):
payables (PO/PA?Invoices)
invoices to purchase orders/projects.
necessary back?up documentation.
invoices and follows up payments with corporate Accounts Payable and Fixed Assets.
payable system for invoices on hold, coding errors etc. and troubleshoots with Facilities Director/General Manager.
Receivable:
the General Manager, Operating Manager and AR Manager, as instructed.
for uploading request and back?up documentation into the Box file for the Portfolio Associate to action.
(OTH)
(CCH) Manual Billing
Sold (SVS)
Manual Billing
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.
Leasing Percent Rent Billing:
sales from Tenants in accordance with lease terms, follows?up on any outstanding data to full completion and uploads data into Salesforce.
Tenant billing on the monthly Rent Roll and issues to the General Manager for approval.
percentage rent billing from sales data and creates/processes/sends manual bill.
End/Quarter?End/Year?End Processes:
a list of accruals and collates back?up documentation. Verifies accruals in system and assists the General Manager with the forecast.
P?card expenses, uploads receipts, and verifies payment.
with central Plant - prepares Central Plant Union (Engineers) payments:
Union Dues/Annuity/Pension, creates invoice for overtime and bill?back.
a check request for Dues/Annuity/Pension and submits into Nexus, routes to Accounts Payable.
Specialty Leasing & Brand Ventures Coordination of Center?level Program
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.
center walks/inspections, ensures Tenant activation complies with visual merchandising Design Guidelines.
pipeline activity, distributing reports to center team, and plans the activation schedule.
regular communications with center teams to align on activity (General Manager/Asst. General Manager/ Facility Operations.
regular communications with the Specialty Leasing team to plan the schedule, align on Tenant requirements and troubleshoot issues.
support from Marketing, liaises with Tenants on retail and center operations, sales, and customer service, optimizing performance and income.
permits from the local authority, where required, and supports Tenants with the same.
Tenant Certificates of Insurance and uploads to Salesforce.
Tenant signage proposals and internal approval from Retail Design Management, ensures the Tenant implements according to the approved specification.
the roll?on roll?off of units, issues instructions to Facility Operations and follows through to completion.
meter readings and utilities supplier information to Tenants (in?line stores and kiosks only).
management in partnership with Facility Operations:
maintenance and repairs. Creates associated purchase orders/invoices and forecasts for expenditures.
Exiting Condition Reports are completed for all vacant, outgoing in?line units and kiosks.
an equipment and asset inventory schedule.
photos of activations, media, and space opportunities and uploads them to Salesforce as required.
General Coordination & Duties
Collection:
sales from ALL permanent and temporary retailers in accordance with lease terms and uploads data into sales tracking system.
Sales Report sign?off and issues to the General Manager for approval.
Open/Closed/What's Happening Notices in accordance to policy.
executed storage leases in the system.
mail - receives, opens, scans and mails: Certificates of Insurance, manual checks (mails to the lockbox), invoices, other general information.
Tenant Operational Defaults for breach of lease covenants, issues to the General Manager for signature and distributes to the Tenant.
URW Connect:
URW communications from Management Team to Tenants.
to Tenant requests and communicates these to relevant team members for follow?up.
Tenant requests for works and approves after hours work permits (checks insurance, reviews work in conjunction with Facility Operations).
weekly staff meeting and customer service ("Style" program) sessions.
required training classes and programs.
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
$56,000 - $73,000 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.