Coordinator, Property & Client Services

* Maintains the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations on expirations that require a new contract or renewal.
* Works in partnership with Facility Operations, drafts work orders and service contracts, checks and updates forecast expenditure balance.
* Monitors and manages compliance of center teams with the Contract Policy and Finance Authorization Matrix.
* Through Procore, supports the bidding process:+ Performs Know Your Partner/GAN Compliance checks.+ Notifies vendors of recommendations.+ Collects vendors' Certificates of Insurance.+ Drafts contracts and issues to vendors for execution.+ Uploads vendor executed contracts and follows through internal approvals.+ Reconciles costs to process vendor payment.+ Creates and processes Change Orders.
* Attends weekly progress meetings with Facility Operations and follows through assigned actions.
* Supports Facility Operations in the preparation of work permits for center contract works (e.g. sprinkler drain- down) and furnishes contractors with relevant permits (through the Sine visitor management system for Flagships and manually for Regionals)
** Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)
*** Accounts Payable (CAM/center-specific and CAPEX):+ Processes payables (PO/PA-Invoices)+ Matches invoices to purchase orders/projects.+ Obtains necessary back-up documentation.+ Routes invoices and follows up payments with corporate Accounts Payable and Fixed Assets.+ Monitors payable system for invoices on hold, coding errors etc. and troubleshoots with Facilities Director/General Manager.
* Accounts Receivable:+ Supports the General Manager, Operating Manager and AR Manager, as instructed.+ Responsible for uploading request and back-up documentation into the Box file for the Portfolio Associate to action.

- Violations (OTH)- Construction (CCH) Manual Billing
- Services Sold (SVS)- Legal Manual Billing+ Receives manual checks and maintains the Check Log for recording and auditing receipt of manual checks. Arranges Fed Ex delivery of manual checks to the centralized lockbox.
* Specialty Leasing Percent Rent Billing:+ Obtains sales from Tenants in accordance with lease terms, follows-up on any outstanding data to full completion and uploads data into Salesforce.+ Verifies Tenant billing on the monthly Rent Roll and issues to the General Manager for approval.+ Calculates percentage rent billing from sales data and creates/processes/sends manual bill.
* Month End/Quarter-End/Year-End Processes:+ Prepares a list of accruals and collates back-up documentation. Verifies accruals in system and assists the General Manager with the forecast.+ Reconciles P-card expenses, uploads receipts, and verifies payment.+ Centers with central Plant - prepares Central Plant Union (Engineers) payments:

- Calculates Union Dues/Annuity/Pension, creates invoice for overtime and bill-back.

- Creates a check request for Dues/Annuity/Pension and submits into Nexus, routes to Accounts Payable.
** Specialty Leasing & Brand Ventures Coordination of Center-level Program
*** Supports Specialty Leasing and Brand Ventures operations. Responsible for center-level coordination and management of ALL temporary in-line and common area mall activations, including Retail Merchandizing Units (RMUs), pop-up in-line stores, and kiosks.
** General Coordination & Duties
*** Sales Collection:+ Obtains sales from ALL permanent and temporary retailers in accordance with lease terms and uploads data into sales tracking system.+ Completes Sales Report sign-off and issues to the General Manager for approval.
* Processes Open/Closed/What's Happening Notices in accordance to policy.
* Uploads executed storage leases in…