Property Management Coordinator

Job Description

Job Description

We’re looking for a driven, detail oriented, and proactive Property Management Coordinator to join the Westland Promenade Property Management team. This role is perfect for someone who thrives in a fast paced environment, enjoys diving into operations and legal documentation, and is passionate about streamlining processes and strengthening collaboration across departments.

---

RESPONSIBILITIES

Administrative & Document Management

· Oversee Westland Promenade quarterly reporting.

· Standardize, track, and file all department-related documents, including legal notices, agreements, and update internal trackers.

· Maintain organized records for landlord / tenant defaults, property violations, code enforcement issues, incident reports and insurance claims.

· Manage DocuSign workflows. Track and ensure timely execution of documents.

· Send weekly “Due This Week” updates to stakeholders.

· Audit, organize and warehouse 3rd party Contracts.

· Create and update Standard Operating Procedures (SOPs) as needed.

· Tenant & Third-party vendors COI management.

· Assist in processing invoices for payment including coding and adding any descriptive details.

Legal & Compliance Coordination

· Liaise with outside legal counsel and internal teams to ensure timely updates and documentation.

· Participate in monthly meetings with external legal teams and ensure submission of monthly legal updates.

· Track, manage, and file legal notices & documentation from landlords and tenants.

Financial & Operational Tracking

· Verify Westland Promenade monthly accrual submittals.

· Monitor and analyze late fee files and ensure accurate monthly billing.

· Track Breakpoint % Sales & collect monthly, quarterly & annual sales data.

· Maintain records of third-party program costs and fees.

Tenant Improvement Allowance (TIA) Oversight

· Act as the liaison for all TIA submissions.

· Collaborate with Property Managers to gather necessary documentation.

· Submit formal TIA requests to job accounting, track progress & update team.

Ancillary Revenue & Deal Management

· Track and submit ancillary deals.

· Partner with leadership, Leasing and local team members to expand ancillary revenue opportunities.

QUALIFICATIONS

· High School Diploma, bachelor’s degree in business, real estate, or a related field preferred.

· Experience in administrative tenant coordination, property management, or a comparable role in commercial real estate.

· Highly organized & motivated, detail oriented, proactive with an ability to multitask and prioritize deadlines

· Exceptional written and oral communication skills

· Team goal oriented.

· Proficient in Smartsheet, SharePoint, Microsoft Excel, Word, Adobe & PDF tools, DocuSign, Scribe, Zoom, Teams

· Proficient in Yardi, iAuditor, IDPlans, REmapp, NetVendor, Conservice, Resource Energy Solutions (RES)

Sterling Organization is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, ethnicity, age, disability, veteran status, marital status, or any other characteristic protected by law.