Commercial Property Coordinator

The Retail Property Management Coordinator will provide administrative support to the assigned Retail Division by performing the following duties.Essential Duties and Responsibilities: (Other duties may be assigned.)REPORTINGGenerates assigned reports and provides to RM on a daily, weekly, or monthly basis (i.e. stacking plans, budget comparisons, executive summaries).Monitors collections dashboards and shares information with RM as needed.On a monthly basis, creates a list of repairs from monthly inspections that are to be found in GoCanvas.Checks the aged receivable report to make sure the on-site team are making weekly (at minimum) delinquency follow-ups with notes.On a monthly basis, completes RM expense reports and turns in to RM for signature.Create/maintain property Spec Sheets – vendor contacts, etc.TENANT RELATIONSGather Tenant Event pricing for evaluation.Monitors Angus alerts and escalates information to PM/RM as needed; assists Tenant with Conference Room reservations.Monitors collections dashboards and shares information with RM as needed.Manages tenant COI process ensuring updated and accurate COIs are on hand at all times.Generates Yardi change forms for new and renewal leases.Checks the aged receivable report to make sure the on-site team are making weekly (at minimum) delinquency follow-ups with notes.Processes move out documents - print ledgers, complete forms for accounting, update directory, move tenant to expired on shared drive, see checklist for more.Tenant file set up including adding shared drive and physical documents to their respective locations, obtaining COIs, scan/store/generate tenant notices, maintain non-billing tenant contact lists in Yardi and (parallel) Angus, etc.Updates building directories via TouchSource.VENDORSFor new vendor set ups, collects all needed documentation (COIs, W9s, Cirrus’ internal set up form), completes vendor packet, and sends to accounting department. Scan and store general vendor documents.INVOICINGManages maintenance invoicing processes including generating invoices.Inputs Utility invoices into Yardi. Preliminarily code all Texas invoices weekly (cut off dates 15th and 25th).Generates Leasing Commission invoices for all internally completed deals.RECEPTIONManages visitors to the office for both residential and commercial divisions.Collect/sort/distribute multi family, commercial and residential mail.Answer main commercial phone lineMaintain / order office supplies for Texas Regional Office.LEASINGOversee CoStar building research.Coordinate marketing set up & checking lease listings.Manage and route leasing inquiries.Performs other duties as assigned.COMPENTENCIESCollaboratingCommunicationEarning TrustEnergyInitiating ActionManaging WorkMonitoring InformationPlanning and OrganizingQuality OrientationTechnical / Professional Knowledge and SkillsTechnology SavvyWork Standards