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TCWGlobal · 1 week ago

Finance Admin to support Property Coordinator

New York, NY

Full-time

Onsite

Entry Level

$28/hr - $32/hr

2+ years exp

TCWGlobal is a successful and global company seeking a Finance Admin to support a Property Coordinator. This full-time role involves center-level administration, including service contract and vendor administration, finance administration, and tenant coordination.

Bookkeeping and PayrollEmployee BenefitsEmploymentHuman ResourcesRecruitingSaaSStaffing Agency

Culture & Values

Hiring Manager

Erika Miller

Responsibilities

Contracts Administration (Service Contracts, Work Orders & General Expenditure)

Maintains the Center Contract Log: logs new contracts, amendments and follows up with Facility Operations on expirations that require a new contract or renewal

Works in partnership with Facility Operations, drafts work orders and service contracts

Attends weekly progress meetings with Facility Operations and follows through assigned actions

Sends notices to Tenants pertain to the reclaim and delivery of leasable space (ie. Delivery letters, Termination Letters, and Operational Letters)

Manage the Port Authority Loading Dock/Delivery platform VS3 system

Work with New Tenants to create their account and provide training material

Ensure both Insurance Requirements and Loading Dock Requirements are met

Works with Existing Tenants to help answer questions about loading dock delivery process, reactivating accounts, and sending password resets

Review all deliveries made by Tenants before approving and sending to the dock

Submit 24 Hour Emergency Delivery Forms to the dock on behalf of the tenant

Schedule and maintain all recurring deliveries (i.e UPS, Fed Ex, Fire Suppression)

Finance Administration (Accounts Payable, Accounts Receivable and Other Finance Processes)

Accounts Payable (CAM/center‐specific and CAPEX):

Process payables (PO/PA‐Invoices)

Matches invoices to purchase orders/projects

Obtains necessary back‐up documentation

Routes invoices and follows up payments with corporate Accounts Payable and Fixed Assets

Monitors payable system for invoices on hold, coding errors etc. and troubleshoots with Facilities Director/General Manager

Accounts Receivable:

Supports the General Manager, Operating Manager and AR Manager, with AR collection process by drafting notices as requested and arranging for mail delivery. Maintains and updates the Default tracker

Responsible for processing Manual Bills; Services Sold (SVS), Legal Manual Billings, Violations (OTH) and Construction Manual Bills (CCH)

Receives manual checks and maintains the Check Log for recording and auditing receipt of manual checks. Arranges FedEx delivery of manual checks to the centralized lockbox

Specialty Leasing Percent Rent Billing:

Obtains sales from Tenants in accordance with lease terms, follows‐up on any outstanding data to full completion and uploads data into Salesforce

Verifies Tenant billing on the monthly Rent Roll and issues to the General Manager for approval

Calculates percentage rent billing from sales data and creates/processes/sends manual bill

Month End/Quarter‐End/Year‐End Processes:

Reconciles P‐card expenses, uploads receipts, and verifies payment

Download reports for General Manager sign-off and maintains for audit records:

Holdover Report

Manual Bill Report

Rent Roll (Permanent and Specialty Leasing)

Sales Kick-out (June & December)

Lease Abstract Report

Specialty Leasing & Brand Ventures Coordination of Center‐level Program

Supports Specialty Leasing and Brand Ventures operations. Responsible for center‐level coordination and management of ALL temporary in‐line and common area mall activations, including Retail Merchandizing Units (RMUs), pop‐up in‐line stores, and kiosks

Collects all necessary information to submit for Minor Works Application Process with Port Authority

Performs center walks/inspections, ensures Tenant activation complies with visual merchandising Design Guidelines

Monitors pipeline activity, distributing reports to center team, and plans the activation schedule

Arranges regular communications with center teams to align on activity (General Manager/Asst. General Manager/ Facility Operations

Arranges regular communications with the Specialty Leasing team to plan the schedule, align on Tenant requirements and troubleshoot issues

With support from Marketing, liaises with Tenants on retail and center operations, sales, and customer service, optimizing performance and income

Obtains permits from the local authority, where required, and supports Tenants with the same

Obtains Tenant Certificates of Insurance and uploads to Salesforce

Obtains Tenant signage proposals and internal approval from Retail Design Management, ensures the Tenant implements according to the approved specification

Coordinates the roll‐on roll‐off of units, issues instructions to Facility Operations and follows through to completion

Inventory management in partnership with Facility Operations:

Communicates maintenance and repairs. Creates associated purchase orders/invoices and forecasts for expenditures

General Coordination & Duties

Sales Collection:

Obtains sales from ALL permanent and temporary retailers in accordance with lease terms and uploads data into sales tracking system

Completes Sales Report sign‐off and issues to the General Manager for approval

Uploads executed storage leases in the system

Processes mail – receives, opens, scans and mails: Certificates of Insurance, manual checks (mails to the lockbox), invoices, other general information

Prepares Tenant Operational Defaults for breach of lease covenants, issues to the General Manager for signature and distributes to the Tenant

Coordinates URW Connect:

Uploads URW communications from Management Team to Tenants

Responds to Tenant requests and communicates these to relevant team members for follow‐up

Attends weekly staff meeting

Attends required training classes and programs

Identify and fulfill office supply needs

Other duties, as assigned

Qualification

Finance AdministrationMicrosoft OfficeSalesforceProject Management SoftwareCustomer ServiceProcess ManagementLegal Agreement InterpretationConfidentiality

Required

BA or BS degree or equivalent experience required

2-3 years' prior experience in an administration role, working with cross-functional teams (Experience in commercial/residential/property management or project management is a plus but not necessary)

Experience of basic finance administration: processing purchase orders/invoices, assisting with accruals and budget forecasting

Proficient in current Microsoft Office software including Outlook, Word, Excel, PowerPoint, and SharePoint

Ability to understand and interpret legal agreements

Ability to conform to policies and procedures and familiarity of working within a compliance framework

Ability to respect confidentiality and sensitivity of information

Exceptional process management skills: can organize and prioritize an efficient workflow, simplify complex processes, anticipate, and adjust for problems and roadblocks, adapt to changing priorities, and manage from start to finish

Exceptional customer service skills and the ability to develop and maintain effective relationships; dedicated to meeting the expectations and requirements of internal and external customers, specifically through listening and responding to concerns both in the moment and via digital communication means

Ability to maintain composure in all scenarios