Now Hiring - Property Coordinator in New York, NY

Hudson Yards is the fulfillment of a remarkable collaboration that includes a talented group of visionaries – planners, architects, engineers, designers, public servants, fashion icons, renowned chefs, business leaders, luminaries and more. They are working in partnership with New York’s development and transportation authorities, and with some of the world’s most iconic retail brands and leading companies – each of who call Hudson Yards home.

We’re seeking a talented and motivated Property Coordinator to join our New York City Commercial team!

Responsibilities include:

Tenant Relations:

• Prepare move-in packages and assist in coordination of tenant move-ins/outs.
• Assist in implementation and compliance of tenant lease obligations.
• Update Tenant Manuals including construction and emergency procedures.
• Assisting in coordinating all tenant, property and training events.
• Prepare and distribute tenant memos and notifications.
• Assist Assistant General Manager in resolving miscellaneous tenant issues.
• Track tenants’ maintenance and repair obligations for tenant-specific equipment.
• Coordinate signage program, including directory boards, tenant suite signs, floor directory signs, evacuation and restroom signs, etc.

Vendor Relations:

• Responsible for assisting with periodic walk-throughs and follow up requests.
• Monitor outside vendors for compliance of contracts, including coordination with and oversight of security and janitorial staff.
• Assist team with the collection of bids for projects, and/or maintenance and repairs.
• Generate and maintain vendor contracts, purchase order documents and vendor files.
• Manage contract logs to ensure all vendors remain in compliance.
• Assist in reviewing vendor work upon completion and assisting with obtaining invoices to ensure prompt payment within the appropriate accounting month per budget.
• Other duties may be assigned accordingly

Property Management:

• Assist Management Team with regular property walks and preparation of facility inspections.
• Follow up with vendors to confirm timely completion of periodic scope of work items.
• Monitor tenant work orders and follow-up with appropriate service providers to fulfil requests.
• Track outstanding tenant and building violations.
• Track F&B tenants’ maintenance schedules for critical equipment.
• Assist with miscellaneous administrative tasks including ordering supplies, scheduling meetings, preparing conference rooms

Payables/Receivables:

• Process vendor invoices.
• Assist asset management team with follow up on any outstanding invoices or incorrect billings and resolve discrepancies in a timely manner.
• Ensure utility invoices are downloaded and input into systems, when applicable.
• Prepare and track tenant utilities, HVAC, and other misc. sundry billings.
• Generate tenant fines and chargebacks, as needed.

Budgets/Reporting:

• Assist with compilation of information / data for annual budget preparation, as needed.
• Prepare and submit Lease Change Notices, as needed.
• Manage lease files, prepare and retain notices, as necessary.
• Work with property team in annual budget preparation which includes obtaining bids and additional pricing, evaluating pricing for correctness and budget input.
• Work with team to evaluate capital building needs.
• Contact contracted vendors to verify escalation pricing and maintain existing pricing when possible.

Insurance Compliance:

• Manage property insurance program by obtaining timely renewal or submittal of insurance binders for tenants and vendors for approvals.
• Prepare incident report forms, as needed, and submit to Risk Management.

Compensation:

$60,000-$80,000 + Discretionary Bonus

Benefits:

• Personalized Health Care: Multiple medical, dental, and vision plan options; Employee Assistance Program
• Financial Benefits: Competitive salary and incentive packages; matching 401(k); FSAs and HSA; employer-paid life and AD&D insurance; paid leave & disability programs
• Social Wellness: 19+ days of PTO; mental health counseling & resources; fertility, surrogacy, and adoption assistance; volunteer days and donation matching
• Career Development: Learning & training programs; tuition & certification reimbursement; internal advancement opportunities

• 2+ years of experience working in a commercial real estate / property management environment
• Experience with work order management systems preferred e.g. Building Engines, Angus
• Knowledge of real estate accounting software preferred; Yardi Voyager experience a plus
• Strong knowledge of accounting fundamentals, operational procedures, certificates of insurance, and contract administration
• Project coordination experience; tenant/vendor management and scheduling
• Able to maintain a strong customer service focus with both internal and external customers
• Able to interact diplomatically with property staff and tenants
• Strong verbal and written communication skills
• Proficient in Word and Excel
• Highly organized and able to prioritize multiple tasks

We provide a diligently maintained property management platform with dedicated professionals who consistently exceeds our commercial tenants’ expectations. Our dedication to providing the highest and most personalized level of service is one of the hallmarks of the company and a key differentiator in the market. For more please visit [please apply online] Related is an Equal Opportunity Employer

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