Office Coordinator

Federal Realty Investment Trust; Birmingham (AL); On-site; USD 42,000 - 55,000; Full time

Job summary

Federal Realty Investment Trust is seeking an experienced Office Coordinator to provide administrative support to the property operations team. Reporting to the General Manager, this role will assist with tenant relations, workflows, and daily office tasks across the retail properties.

The ideal candidate has strong organizational skills, excellent communication, and proficiency in Microsoft Word, Excel, and Outlook. Experience with JD Edwards or property management software is a plus.

Qualifications

• 4-7 years providing administrative support to a manager or management team.
• Demonstrated attention to detail and solid organizational capabilities.
• Excellent multi-tasking, time management, and problem-solving skills.
• Excellent communication skills, both verbal and written.

Responsibilities

• Assist the General Manager and other property team members on a daily basis to ensure the goals and objectives of the property are achieved, all tenant obligations are met under the terms of the lease, and tenant compliance with site regulations and policies is maintained.
• Assist with the direction and facilitation of merchant requests for facility, janitorial, and security assistance.
• Field tenant, customer, and construction comments and complaints, responding where necessary.
• Responsible for coding of AP invoices and check requests related to the property.
• Enter work orders in the work order (WO) system as requested; audit/close out WOs upon completion.
• Assist in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances, and expenses).
• Process monthly accruals as directed.
• Coordinate tenant moves (in and out) of leased premises within the property.
• Send out tenant open/close notifications, including temporary closures/openings, and subleases/assignments.
• Generate and distribute tenant notifications as required.
• Schedule the frosting of windows and changing of space locks.
• Work with the General Manager in the preparation of contracts, including the preparation of vendor maintenance forms and change forms as needed, along with scopes and vendor requests for quotes.
• Establish and maintain a professional working relationship with all tenants at the property.
• Establish and maintain the property filing system.
• Assist the General Manager with various projects and duties as assigned.
• Perform other duties as assigned.

Skills

Attention to detail

Time management

Communication skills

Customer service

Team player

Education

High School Diploma

Bachelor's Degree

Tools

Microsoft Word

Excel

Outlook

JDE

Property management software

Job description

Overview

Federal Realty Investment Trust is a proven leader in the ownership, operation, and redevelopment of high-quality retail real estate in the country's best markets. We believe we are one of the most innovative and dynamic real estate companies you can work for. Interested candidates who research Federal hear a lot about our high-quality shopping centers and mixed-use centers. Our well-respected real estate team is at our core, but it's the smaller intangible things that can make working at Federal so satisfying. You see, while we're one of the largest publicly traded real estate investment trusts in the country, as measured by the value of our shopping centers, we're really a very small company by most standards and we try to operate that way. Our stability and success are due to our great team of employees! Would you like to join our team? If so, learn more about our current opportunity below.

Federal Realty Investment Trust is seeking an experienced Office Coordinator to provide administrative support to the property operations team. Reporting to the General Manager, this individual will play a key role in supporting the property management team's efforts to serve our retail tenants.

Responsibilities

• Assist the General Manager and other property team members on a daily basis to ensure the goals and objectives of the property are achieved, all tenant obligations are met under the terms of the lease, and tenant compliance with site regulations and policies is maintained.
• Assist with the direction and facilitation of merchant requests for facility, janitorial, and security assistance.
• Field tenant, customer, and construction comments and complaints, responding where necessary.
• Responsible for coding of AP invoices and check requests related to the property.
• Enter work orders in the work order (WO) system as requested; audit/close out WOs upon completion.
• Assist in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances, and expenses).
• Process monthly accruals as directed.
• Coordinate tenant moves (in and out) of leased premises within the property.
• Send out tenant open/close notifications, including temporary closures/openings, and subleases/assignments.
• Generate and distribute tenant notifications as required.
• Schedule the frosting of windows and changing of space locks.
• Work with the General Manager in the preparation of contracts, including the preparation of vendor maintenance forms and change forms as needed, along with scopes and vendor requests for quotes.
• Establish and maintain a professional working relationship with all tenants at the property.
• Establish and maintain the property filing system.
• Assist the General Manager with various projects and duties as assigned.
• Perform other duties as assigned.

Qualifications

• High School Diploma required, Bachelor's Degree preferred.
• 4-7 years providing administrative support to a manager or management team.
• Demonstrated attention to detail and solid organizational capabilities.
• Proven characteristics of accurate and efficient data entry.
• Excellent multi-tasking, time management, and problem-solving skills.
• Motivated, energetic team player.
• Excellent communication skills, both verbal and written.
• Excellent customer service and client service philosophy in all interactions.
• Demonstrated ability to gather data, compile information, and prepare documents.
• Outstanding proficiency in Microsoft Word, Excel, and Outlook.
• Knowledge of JDE or property management software a plus.

Federal Realty Investment Trust is an Equal Opportunity / Aff…? Federal values a diverse workforce and is committed to providing equal employment and advancement opportunities to all employees and applicants. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, gender identity or expression, genetics, or protected Veteran status.