Administrative Coordinator-Property Management; Commercial Real Estate

Join to apply for the Administrative Coordinator-Property Management (Commercial Real Estate) role at Kite Realty Group
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Kite Realty Group Trust (NYSE: KRG) is a real estate investment trust (REIT) headquartered in Indianapolis, IN and one of the largest publicly traded owners and operators of open‑air shopping centers and mixed‑use assets. Publicly listed since 2004, KRG has nearly 60 years of experience in developing, constructing, and operating real estate.

We currently have an exciting opportunity for an Administrative Coordinator (Property Management) that will support the Property Management team working out of our office/center at One Loudoun in Ashburn, VA.

The Administrative Coordinator, in addition to supporting the Property Management team and the Director of Property Management, will have day‑to‑day responsibility of answering and responding to phone calls; email communication; drafting memos, letters, or reports; scheduling appointments; and providing other as‑needed administrative support to the assigned office(s).

• Answer and respond to telephone calls in a professional, business‑like manner focusing on strong customer and tenant service results.
• Communicate via email with tenants, vendors, shoppers, and co‑workers in a timely and responsive manner.
• Call tenants to collect sales reporting information.
• Preparation and mailing of Tenant Coordination/Property Management handoff letters.
• Draft memos, letters, reports, service contracts and other documents for review by Property Management.
• Research leases and lease language as it relates to tenant lease violations.
• Update, maintain tenant/vendor contact information in  database.
• Assist in completing property service questionnaires surveys and management agreements; amend and file for each property on an annual/semi‑annual basis.
• Department support:
• Type, compile, record, track, approve, file various documents coming through the tenants, property managers, vendors and/or other departments.
• Complete expense reports.
• Company support: assist with main phone line coverage rotation
• Send out closing notices and update the tracking sheet.
• Manage the Alarm and Emergency Contact List spreadsheet.
• Manage the utilities spreadsheet.
• Update Tenant Handbooks, producing Property Management contact page for the Tenant Coordination Manual (New Tenant Handbook).
• Service Agreements:
  Type, process, record and file Vendor service agreements, including Certificates of Insurance. Process any additional correspondence - termination letters, invoices, etc. Update and maintain the accounting/auditing spreadsheet that tracks all of our agreements.
• Tenant Maintenance:
• Type, process & file letters to tenants requesting lease required space/sign maintenance.
• Manage Tenant Satisfaction Surveys
• Manage Tenant sales reporting data and recording in the accounting system
• Act as a Subject Matter Expert and system administrator for Fyxt as utilized by the Property Management Department on a day‑to‑day basis.
• Sales Force Contacts:
  Update/maintain tenant/vendor contact information.
• Assist in tracking Ancillary Income paperwork.

• Requires previous support experience of multi‑person/team along with high level office management skills.
• Bachelor’s degree (B.A./B.S.) from a four‑year college or university preferable; or a minimum of 2 years of related experience and/or training; or equivalent combination of education and experience.
• Must be proficient at Microsoft programs Outlook, Word, Excel, & PowerPoint.
• Must be trainable and/or have previous experience with FYXT system.
• Requires experience in customer (tenant & vendors) communication & correspondence.
• Ability to interact with all levels of the organization professionally and confidently as well as with tenants and customers of the property.

For all full‑time roles, we provide progressive benefits in and out of the office including comprehensive medical, dental and vision insurance; paid disability benefits and parental leave; paid life insurance and voluntary coverage options for additional life, accident, and critical illness insurance; 401(K) matching contributions; competitive paid time off, including Volunteer Time Off; flexible work arrangements; and tuition reimbursement assistance. Other office perks include a “Dress for your Day” policy, collaborative work spaces, milestone service anniversary recognition and gift, stocked wellness fridge pantry, and free fitness center and parking in our corporate office.

In addition, to enhance the well‑being of our team, KRG sponsors annual flu shots and biometric screenings, facilitates various health and wellness lunch‑and‑learns and manages a monthly wellness education campaign.

• Entry level

• Full‑time

• Administrative