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Property Coordinator

Property Coordinator

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# of Openings 
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Property Management

More information about this job


GENERAL SUMMARY: The Property Coordinator is responsible for assisting the General Manager in all aspects of the day to day operations of the shopping center.  The Property Coordinator must exhibit and maintain a high level of efficiency and organization while creating a professional and cooperative environment




  • Maintains Property Operating Manual and Emergency Preparedness Manual
  • Corresponds with tenants and vendors as necessary.
  • Processes tenant change notices, source documents, lease related correspondence
  • Prepares and processes for signature: tenant-related documents.
  • Codes and processes accounts payable for all properties weekly and follows up with vendors on receipt of invoices and billing issues.
  • Deposit and log rental payments upon receipt. Coordinates updating receivables with center accountant.
  • Monitor aged delinquency reports weekly, request payments and prepare default letters each month and late fees each month, tracks additional default action requirements, updates variance related to aged delinquencies for each property and provides credit apply direction to lease administration under the instruction of the General Manager.
  • May from time to time assist with the injury claims with insurance company.
  • Assists General Manager with preparation of Annual Business Plan and Budget.
  • Works to coordinate marketing events. Provides Facebook and social media support.
  • Update VTS software monthly (as applicable)
  • Prepare tenant billbacks
  • Update property directories
  • Manages insurance compliance for tenants and vendors
  • Ensures the timely collection of rents and works directly with tenants in arrears to collect outstanding balances owed while keeping detailed and updated notes on progress in accounting software.
  • Assists the General Manager on preparation of tenant CAM Reconciliation letters.
  • Fully understand and maintains Madison Marquette operating policies and procedures as defined in Madison’s Standard Operating Procedures (SOP) and ensures that all policies are implemented as defined in the SOP.
  • Assists in the preparation of monthly reports to Madison Marquette management.
  • Maintains on-site records relevant to activities at the properties.
  • Establishes and maintains open and productive communication with tenants, vendors, and company employees.
  • Prepares monthly tenant sales reports and work to increase tenant sales actively.
  • Continually improves processes related to above duties and responsibilities with the objective of providing the most desirable shopping, dining, living, and working environment.
  • Works extended hours, including weekends, as necessary, to achieve the desired results for the center.
  • Other duties as assigned.


The above listing represents the general duties considered essential functions of the job and is not to be considered a detailed description of all the work requirements that may be inherent in the position.



  • Proficient in MS Word, Outlook and Excel
  • Ability to manage multiple tasks simultaneously
  • Excellent written, verbal and organizational skills
  • Attention to details and accuracy
  • Team Player, customer service orientation
  • Strong interpersonal skills
  • Flexible outlook towards task management
  • Ability to work in fast paced environment
  • High level of professionalism and self-motivation


  • High school diploma or general education degree (GED) required, bachelors
  • degree preferred
  • 3+ years of experience as an administrative assistant or accounts payable role, preferably in a commercial or retail leasing environment
  • Experience with accounting systems such as JD Edwards, MRI, Nexus or equivalent and network based accounts payable systems
  • Strong typing skills & ability to draft appropriate business communication
  • A stable job history