Job Description
· Work closely with and provide direct administrative support to the Regional Property Manager across day-to-day property operations
· Serve, alongside the Regional Property Manager, as a point of contact for merchants' daily operating needs, including general maintenance, tenant utilities, trash, and parking management, ensuring timely, high-quality resolution and escalating complex issues appropriately
· Work with the Regional Property Manager to coordinate and evaluate third-party vendors providing security, landscaping, and other services, including reviewing scopes of work and service quality
· Assist with each property's financial operations, assisting the Regional Property Manager on the preparation of annual operating budgets, monitoring purchases and expenses for cost effectiveness and budget compliance, preparing monthly variance and quarterly forecast reports, and reviewing monthly financials, accounts receivable reports, and sales reports prior to distribution
· Assist with the preparation of job specifications, competitive bid collection, and vendor selection recommendations for maintenance projects and service agreements
· Complete the property's administrative functions, including written correspondence, calendars, meeting logistics, uniform and signage ordering, and the collection and tracking of Certificates of Insurance for tenants and vendors
· Maintain and continuously improve property operations files, systems, and supplies
· Complete the invoice and accounts payable process, including preparation of vendor maintenance forms for new AP Workflow set-ups, coding and researching invoices, and troubleshooting discrepancies
· Prepare and review expense reports and process check requests as needed
· Maintain and update tenant contact lists for regular and after-hours communication
· Maintain the tenant-required maintenance tracking spreadsheet (HVAC, pest control, plumbing, etc.) and follow up on outstanding items
· Prepare and distribute opening, closing, and landlord possession date communications
· Maintain spreadsheets tracking lease-required contracts and drive correspondence needed to achieve tenant compliance
· Distribute the monthly night inspection report and complete follow-up correspondence
· Assist with tracking key lease language, including sales breakpoints, caf seating, and other special provisions, flagging items that require ongoing monitoring or action
· Conduct property inspections alongside the Regional Property Manager and independently as needed
· Partner with the Regional Property Manager to respond to emergency situations, exercising sound judgment when the Regional Property Manager is unavailable
· As readiness is demonstrated, take on progressively greater responsibility for property management functions where business needs allow; including vendor negotiations, capital project oversight, and direct tenant relationship management and in close partnership with the Regional Property Manager
· Complete other projects and duties as assignedOperations management, Operations, Create Purchase, Logistics, Warehouse Management
