Coordinator

**This is a contract position ; we are looking for candidates to work for approximately twelve (12) months, with a possibility of an extension at the end of the term.**

Contract Administration

• Maintains the Center Contract Log, tracking all contracts and amendments.
• Drafts work orders and service contracts; updates expenditure forecasts.
• Ensures compliance with the Financial Authorization Matrix and SCM procurement/contract policy.
• Supports bidding through Procore: vendor notifications, contract drafting, routing for execution, uploading executed contracts, internal approvals, change orders, and cost reconciliation.
• Attends progress meetings and completes assigned follow-ups related to the Procore process.

Finance Administration

• Processes all accounts payable, matches invoices, obtains backup, routes invoices, follows up with AP/Fixed Assets, troubleshoots discrepancies, and submits Vendor Maintenance Requests to ensure vendors are properly set up for payment.
• Processes and uploads manual billings by working with the appropriate departments based on billing type to obtain required backup, reviews documentation for accuracy, and resolves issues as needed. (OTH, CCH, SVS, Legal)
• Maintains the manual Check Log and coordinates lockbox submission twice weekly.
• Monthly reconciles P-Card expenses and uploads receipts.
• Quarterly - prepares a list of accruals and collates back-up documentation.
• Verifies accruals in system and assists the General Manager with the forecast.

Risk Management, Work Permits, Access & Insurance Compliance

• Supports preparation and issuance of all work/access permits associated with contract work; provides contractors with required permits through Sine/Angus.
• Prepare and submit KYP forms to initiate compliance checks on prospective business partners.
• Obtains and uploads vendors Certificates of Insurance.
• Manages TrustLayer onboarding and monitors tenant insurance compliance, resolving non-compliance issues in coordination with partners.
• Prepares Tenant Operational Defaults and routes for GM signature and distributes to the Tenant.

Specialty Leasing & Rise — Administrative & Operational Coordination

• Supports coordination of all temporary activations (RMUs, kiosks, pop-ups, pop-photos, in-line activations).
• Tracks pipeline activity and distributes management reports.
• Coordinates move-in/move-out logistics for Specialty Leasing tenants.
• Schedules and facilitates communication with center teams and Specialty Leasing/Rise.
• Assists in collecting applicable local authority permits and sending permits to Tenant Coordination should additional review be required. Permits include but are not limited to; Sellers permits, Business License and Health Approval as needed.
• Obtains signage proposals, secures approvals from Retail Design Management, and ensures implementation.
• Coordinates roll-on/roll-off of units, including Facilities instructions and follow-through.
• Oversees photo/video documentation for vacant/outgoing tenant spaces.
• Uploads activation and tenant photos to SharePoint or Salesforce.

General Center Coordination

• Coordinates Annual Lamy Audits (preparation, review, submission).
• Uploads executed storage leases.
• Maintains inventory with Facilities.
• Issues meter readings and utilities information for kiosks and in-line tenants.
• Processes center mail (COIs, manuals checks, invoices, general documents).
• Attends weekly staff meetings and required training.
• Performs other assigned duties and supports corporate projects.

Compensation

• This is a non-exempt (hourly) position at $32–$34 per hour, to be payrolled through an external party.

Primary Location

• This contract position is based on-site at Westfield Oakridge.

Unibail-Rodamco-Westfield is an equal opportunity employer that embraces diversity of backgrounds, perspectives, experience, and skills. We believe that diversity plays an important part in the success of our business, and we are committed to creating an environment which respects, values, celebrates and makes the most of people’s differences.

We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, and other legally protected characteristics.