Senior Property Coordinator

Senior Property Coordinators are front line representatives of the Company and are responsible for receiving, logging and dispatching tenant requests for service in an efficient, friendly, and responsible manner. The Senior Property Coordinator must be capable of accurately conveying the tenant’s needs to the Property Managers and Maintenance Personnel. All responsibilities should be performed in a manner consistent with RXR’s Core Values as well as the building’s business plan.

Responsibilities: 

• Daily Responsibilities:

• Manage email inbox - follow up on all incoming emails pertaining to building requests ensuring they are delegated correctly and handled promptly.
• Approve and schedule vendor work for building tenants and coordinate the appropriate access to tenant spaces. Follow up on the completion of work and close out with the Assistant Property Manager.
• Communicate with tenants regarding construction projects.
• Follow up on elevator issues and notify tenants of any restrictions in service.
• Initiate the invoice approval process and review contracted invoices with the Tenant Services Coordinator.
• Approve vendor and miscellaneous invoices
• Close out Angus tickets following up with tenants on noise/odor tickets.
• Monitor Hot List and review urgent items with the Assistant Property Manager.
• Check Purchase Order log- update if purchase orders were issued for work completed over the weekend. Update notes daily and review with Assistant Property Manager.
• Assist tenants with special requests/inquiries.

• Weekly Responsibilities:

• Work with Assistant Property Manager as needed on new Summary Agreements/ Contracts
• Add security invoices and any miscellaneous charges into COVE work order tickets.
• Contact base building engineers with open projects/deliveries for update and mark in Purchase Order log.
• Keep Purchase Order log up to date
• Review weekend work.
• Review incident reports and videos from Director of Security. (Follow up with Assistant Property Manager to ensure the documents were signed off and sent to Corporate appropriately).
• Weekly walk throughs of base building areas with SPM and APM.

• Monthly Responsibilities:
• Send accruals to accounting.
• Complete the Asset Report (non-electric, service contract, violation, COVE)
• Verify COVE billing with Assistant Property Manager
• Complete COVE Uploads
• Complete Utilities Summary Sheet for AVP, Senior Property Controller.
• Update monthly tenant services sales in electric/water/steam for accounting.
• Email Tenant Waste Data Report.
• Work with Fire Life Safety Director to add Summons/hearing dates to calendar for reminders.
• If holiday/RXR tests affect tenants – Send out Tenant News to entire building via email.

• Quarterly Responsibilities:

• Review and address any open invoices on buildings account with security.

• Yearly Responsibilities:

• Assist with all building reporting including Public Light and Power reporting.
• Assist with Budget in Kardin.
• Schedule Convector/Window  cleaning with tenants and base building engineering.
• Service Recovery True-ups – Work with AVP, Senior Property Controller on any information they require.

Qualifications:

Top Competencies

• Professionalism: Hospitality-minded, resilient, flexible, positive, goal-oriented, accountable and reliable.
• Communications: Builds relationships with tenants, vendors, and colleagues; team player, demonstrates self-awareness. Problem solver. Effectively conveys information (verbal and written), in a timely fashion, with a clear understanding of needs and communication styles of each stakeholder.
• Computer Skills: Excel, MonWday.com, AVID, Watchwire, COVE, Yardi, Concur, Utilivisor
• Office Administration: Proactive, prioritizes work effectively to meet commitments and manage the office. Able to manage multiple tasks and projects with accuracy.
• Problem Solver: Navigates complex, and potentially contradictory, information to effectively assess issues and solve problems. Asks the right questions to analyze situations.

Knowledge Areas

• Property Management Software COVE, Yardi  preferred  
• Microsoft Office Suite, especially Excel required
• Project Management Software (Monday.com) preferred

Experience and Education

• Experience in a customer facing position preferred
• College degree preferred

Our Core Values:

• We believe in doing the right thing – we are values driven.
• We believe in leading with bold ideas – we are innovative.
• We believe in striving for excellence – we go above and beyond.
• We believe in saying humble, and hungry – this means we’re ambitious, not arrogant.
• We believe in cultivating trusted relationships – we believe in building enduring partnerships.
• We believe in acting like an owner – we are accountable.