Retail Tenant Relations and Lease Administration
Serve as a primary operational point of contact for retail tenants regarding property access, vendor coordination, maintenance, property programs, and day-to-day operating needs.
Maintain proactive communication with tenants; address complaints, assist with issue resolution, reinforce lease requirements, and support a positive, service-focused partnership.
Draft, prepare, and distribute tenant correspondence, notices, default letters, memos, lease-related communications, and amendments as needed.
Track and assist with lease compliance, including required documentation, operating obligations, insurance, storage agreements, and license agreements.
Prepare new-tenant welcome letters and maintain accurate, current tenant manuals and contact materials.
Track relevant operating measures, including tenant satisfaction, retention, compliance accuracy, work-order completion, and the timeliness and quality of communications and reporting.
Residential Operations and Leasing
Support the day-to-day operation and service of the residential component of the property, maintaining responsive communication with residents and coordinating requests with service teams and departments.
Prepare resident correspondence, notices, welcome letters, move-in information and gifts, and current resident manuals; maintain accurate resident contacts, emergency notification records, access information, and guest preferences.
Support residential leasing activities, including prospective resident outreach, inquiry response, property and market research, competitive analysis, wait-list management, tours and follow-up, application and leasing coordination, and maintenance of prospect records.
Assist with lease administration, resident issue resolution, lease enforcement, amendments, renewals, rent collection, and account follow-up in coordination with property management and accounting.
Coordinate resident move-ins, move-outs, deliveries, vendor access, maintenance appointments, and related communications to provide a high-touch residential experience.
Vendor, Facilities, Insurance, and Compliance
Coordinate third-party service providers and on-site vendors, including repairs, preventive maintenance, tenant improvement work, bids, schedules, access, permits, and documentation.
Use working knowledge of building operations and maintenance terminology to communicate effectively with ownership, tenants, residents, vendors, and contractors.
Track and maintain current Certificates of Insurance for tenants and vendors; review documents for compliance with lease and company requirements and follow up on renewals or deficiencies.
Support procurement and administration of service contracts, vendor bids, supplier relationships, furniture, fixtures, and equipment orders in accordance with company requirements.
Maintain organized logs and central files for vendors, executed contracts, service agreements, proof of insurance, license agreements, amendments, and storage leases.
Financial Reporting and Administration
Assist with weekly and monthly sales reports, financial reports, business updates, forecasts, annual budgets, reconciliations, impound letters, supplier payments, and other recurring property reporting.
Process invoices, purchase orders, check requests, expense reports, and related financial transactions accurately and timely, including proper coding, approvals, and supporting documentation.
Prepare and maintain property reports, spreadsheets, correspondence, presentations, executive summaries, and a comprehensive weekly operating summary.
Use Microsoft Office 365 and property management systems to manage calendars, meetings, documents, communications, reporting, and organized records.
Provide administrative support to the Property Manager, which may include scheduling, phones, mail distribution, filing, data entry, expense reporting, office supplies, and departmental logistics.
Marketing, Events, and Community
Collaborate with Marketing and Events to support property programs, promotions, activations, and seasonal initiatives.
Maintain an accurate event log and required event documentation, including permits, applications, insurance, and plot plans.
Monitor property website and social media information for operational accuracy and conduct relevant competitive and market research.
Coordinate the installation and removal of holiday decor and support property-wide seasonal execution.
Support the Property Manager in community involvement and interdepartmental coordination that advances efficient property operations.
Perform additional duties and projects as assigned.
