Property Operations & Client Services Coordinator

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

Job summary

TCWGlobal is seeking a Property & Client Services Coordinator in Century City, Los Angeles, to support administrative and operational functions for a busy retail property. The role reports to the General Manager and covers contract administration, accounts payable, vendor and tenant coordination, work/access permits, insurance documentation, and tenant communications.

The ideal candidate will manage multiple priorities, work cross-functionally with vendors and tenants, and ensure processes are

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.

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.
• 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.
• 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.

Skills

Attention to detail

Organization

Cross-functional collaboration

Vendor coordination

Contract administration

Education

Bachelor's degree or equivalent combination of education and professional experience

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

PowerPoint

SharePoint

Salesforce

Procore

Job description

TCWGlobal is seeking a Property & Client Services Coordinator in Century City, Los Angeles, to support administrative and operational functions for a busy retail property. The role reports to the General Manager and covers contract administration, accounts payable, vendor and tenant coordination, work/access permits, insurance documentation, and tenant communications.

The ideal candidate will manage multiple priorities, work cross-functionally with vendors and tenants, and ensure processes are