Coordinator, Property & Client Services

Unibail-Rodamco Germany GmbH; Westfield (IN); On-site; USD 55,000 - 75,000; Full time

Job summary

Unibail-Rodamco Germany GmbH is seeking an organized administrator to manage center contracts, bids, and financial processes. You will draft contracts, process invoices, and support the Facility Operations team with permits and coordination.

Ideal candidates will have 2–3 years in admin roles, strong MS Office skills, and familiarity with Salesforce and Procore. This role is on-site and offers a competitive compensation package in the US market.

Qualifications

• BA or BS degree or equivalent experience is required.
• 2–3 years prior experience in an administration role is required.
• Experience with basic finance administration: processing purchase orders/invoices, assisting with accruals and budget forecasting.

Responsibilities

• Maintain the Center Contract Log and follow up with Facility Operations on expirations and renewals.
• Draft work orders and service contracts; review forecast expenditure balance.
• Support bidding process through Procore; verify COIs and process vendor contracts.
• Process Accounts Payable and Accounts Receivable; reconcile and upload backups.
• Attend weekly progress meetings with Facility Operations and follow up on actions.
• Prepare work permits for center contract works and coordinate with contractors.
• Coordinate URW Connect communications and respond to Tenant requests for works.

Skills

Cross-functional teamwork

Customer service

Process management

Confidentiality

Attention to detail

Education

BA or BS degree or equivalent experience

Tools

Salesforce

Procore

Microsoft Office

SharePoint

Excel

Outlook

Word

PowerPoint

Job description

* 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, checks and updates forecast expenditure balance.* Monitors and manages compliance of center teams with the Contract Policy and Finance Authorization Matrix.* Through Procore, supports the bidding process:+ 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.* Attends weekly progress meetings with Facility Operations and follows through assigned actions.* Supports 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)*** Accounts Payable (CAM/center-specific and CAPEX):+ Processes 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, as instructed.+ Responsible for uploading request and back-up documentation into the Box file for the Portfolio Associate to action.- Violations (OTH)- Construction (CCH) Manual Billing- Services Sold (SVS)- Legal Manual Billing+ 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:+ Prepares a list of accruals and collates back-up documentation. Verifies accruals in system 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.**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.**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.* Processes Open/Closed/What's Happening Notices in accordance to policy.* 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.+ Processes Tenant requests for works and approves after hours work permits (checks insurance, reviews work in conjunction with Facility Operations).* Attends weekly staff meeting and customer service (\"Style\" program) sessions.* Attends required training classes and programs.* 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, Hourly Role$55,000 - $75,000 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 to Reinvent Being Together.**Unibail-Rodamco-Westfield (URW), you'll have the opportunity to impact the future of real estate by developing innovative and engaging places