Property & Client Services Coordinator

TCWGlobal; Los Angeles (CA); On-site; USD 44,000 - 47,000; Full time

Job summary

TCWGlobal is seeking a highly organized Property & Client Services Coordinator to support a busy Sherman Oaks retail property. You will manage contract administration, AP, vendor/tenant compliance, permits, insurance documents, and tenant coordination.

Reporting to the General Manager, you will oversee Procore-based contracting, document control in SharePoint and Salesforce, and provide operations support for Specialty Leasing and activation programs.

Qualifications

• Bachelor's degree or equivalent combination of education and professional experience.
• 2–3+ years of administrative, property coordination, operations, or similar experience working with cross-functional teams.
• Experience with basic finance administration, including purchase orders, invoices/AP, accruals, and budget or forecast support.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint.
• Experience with Salesforce and Procore is highly desirable.
• Ability to understand and interpret contracts and legal agreements.

Responsibilities

• Maintain the Center Contract Log, tracking contracts, amendments, and related documentation.
• Draft work orders and service contracts and update expenditure forecasts.
• Ensure compliance with financial authorization, procurement, and contract policies.
• Support bidding and contract administration through Procore, including vendor notifications, contract drafting, execution routing, internal approvals, change orders, document uploads, and cost reconciliation.
• Attend progress meetings and manage assigned follow-up items.
• Process accounts payable and match invoices with appropriate supporting documentation.
• Route invoices for approval and coordinate with Accounts Payable and Fixed Assets teams.
• Research and resolve invoice discrepancies.
• Submit Vendor Maintenance Requests to ensure vendors are properly established for payment.
• Process and upload manual billings, obtain required backup documentation, and review submissions for accuracy.
• Maintain the manual Check Log and coordinate lockbox submissions twice weekly.
• Reconcile monthly P-Card expenses and upload supporting receipts.
• Assist with quarterly accruals, including preparing accrual lists and supporting documentation.
• Verify accruals within the system and assist the General Manager with forecasting.
• Prepare and issue work/access permits associated with contracted work.
• Provide contractors with required permits through systems such as Sine/Angus.
• Prepare and submit KYP forms to initiate compliance checks for prospective business partners.
• Obtain and upload vendor COIs.
• Manage TrustLayer onboarding and monitor tenant insurance compliance.
• Work with appropriate partners to resolve insurance and compliance issues.
• Prepare Tenant Operational Defaults, route them for General Manager approval, and distribute documentation to tenants.
• Support temporary retail and promotional activations, including RMUs, kiosks, pop-ups, pop-photos, and in-line activations.

Skills

Cross-functional collaboration

Attention to detail

Communication skills

Project coordination

Time management

Education

Bachelor's degree or equivalent

Tools

Salesforce

Procore

SharePoint

Microsoft Outlook

Word

Excel

PowerPoint

Job description

Pay Rate: $32–$34/hour

Start Date: November 2, 2026

Reason for Opening: Leave of Absence Coverage

Position Overview

We are seeking a highly organized and detail-oriented Property & Client Services Coordinator to support the administrative and operational functions of a busy retail property in Sherman Oaks.

Reporting to the General Manager, this role is responsible for key center-level processes including contract administration, accounts payable and finance support, vendor and tenant compliance, work/access permits, insurance documentation, and tenant coordination. The Coordinator will also provide administrative and operational support for Specialty Leasing, temporary retail activations, and general property operations.

The ideal candidate is comfortable managing multiple priorities, working across departments, interacting with vendors and tenants, and ensuring processes are completed accurately, compliantly, and on time.

Key Responsibilities

Contract Administration

• Maintain the Center Contract Log, tracking contracts, amendments, and related documentation.
• Draft work orders and service contracts and update expenditure forecasts.
• Ensure compliance with financial authorization, procurement, and contract policies.
• Support bidding and contract administration through Procore, including vendor notifications, contract drafting, execution routing, internal approvals, change orders, document uploads, and cost reconciliation.
• Attend progress meetings and manage assigned follow-up items.

Finance & Accounts Payable Administration

• Process accounts payable and match invoices with appropriate supporting documentation.
• Route invoices for approval and coordinate with Accounts Payable and Fixed Assets teams.
• Research and resolve invoice discrepancies.
• Submit Vendor Maintenance Requests to ensure vendors are properly established for payment.
• Process and upload manual billings, obtain required backup documentation, and review submissions for accuracy.
• Maintain the manual Check Log and coordinate lockbox submissions twice weekly.
• Reconcile monthly P-Card expenses and upload supporting receipts.
• Assist with quarterly accruals, including preparing accrual lists and supporting documentation.
• Verify accruals within the system and assist the General Manager with forecasting.

Risk Management, Permits & Compliance

• Prepare and issue work/access permits associated with contracted work.
• Provide contractors with required permits through systems such as Sine/Angus.
• Prepare and submit KYP forms to initiate compliance checks for prospective business partners.
• Obtain and upload vendor Certificates of Insurance (COIs).
• Manage TrustLayer onboarding and monitor tenant insurance compliance.
• Work with appropriate partners to resolve insurance and compliance issues.
• Prepare Tenant Operational Defaults, route them for General Manager approval, and distribute documentation to tenants.

Specialty Leasing & Temporary Activations

• Support temporary retail and promotional activations, including RMUs, kiosks, pop-ups, pop-photos, and in-line activations.
• Track pipeline activity and assist with management reporting.
• Coordinate move-in and move-out logistics for Specialty Leasing tenants.
• Facilitate communication between center teams, Specialty Leasing/Rise, vendors, and tenants.
• Assist with collecting required local permits, including seller's permits, business licenses, and health approvals.
• Coordinate additional permit reviews with Tenant Coordination when required.
• Obtain signage proposals, secure necessary approvals, and coordinate implementation.
• Coordinate roll-on/roll-off of units with Facilities and ensure required follow-through.
• Coordinate photo/video documentation of vacant and outgoing tenant spaces.
• Upload activation and tenant photos and documentation to SharePoint and Salesforce.

General Property Coordination

• Coordinate annual Lamy Audits, including preparation, review, and submission.
• Upload and maintain executed storage leases.
• Coordinate inventory management with Facilities.
• Provide meter readings and utility information for kiosks and in-line tenants.
• Process center mail, including COIs, checks, invoices, and general documentation.
• Attend weekly staff meetings and required training.
• Support corporate projects and perform additional duties as assigned.

Qualifications

• Bachelor's degree or equivalent combination of education and professional experience.
• 2–3+ years of administrative, property coordination, operations, or similar experience working with cross-functional teams.
• Experience with basic finance administration, including purchase orders, invoices/AP, accruals, and budget or forecast support.
• Proficiency with Microsoft Outlook, Word, Excel, PowerPoint, and SharePoint.
• Experience with Salesforce and Procore is highly desirable.
• Ability to understand and interpret contracts and legal agreements.
• Experience working within established policies, procedures, and compliance requirements.
• Strong attention to detail and ability to appropriately handle confidential and sensitive information.
• Excellent organizational and process-management skills with the ability to prioritize multiple competing responsibilities.
• Ability to anticipate roadblocks, troubleshoot issues, adapt to changing priorities, and manage processes from beginning to completion.
• Strong written and verbal communication skills.
• Excellent customer service and relationship-building skills with internal teams, tenants, vendors, contractors, and other external partners.
• Ability to remain professional, composed, and solution-oriented in a fast-paced environment.

Ideal Background

Candidates with experience in commercial real estate, property management, shopping centers, retail operations, facilities coordination, construction administration, contract administration, or tenant services are especially encouraged to apply.

Successful candidates will combine strong administrative skills with hands-on experience managing detailed financial, contractual, vendor, and compliance processes in a deadline-driven environment.

TCWGlobal is an equal opportunity employer. We do not discriminate based on age, ethnicity, gender, nationality, religious belief, or sexual orientation.