Property Operations & Tenant 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

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.