Office Coordinator

About the Role

Federal Realty Investment Trust is a proven leader in the ownership, operation, and redevelopment of high‑quality retail real estate in the country’s best markets. The company seeks an experienced Office Coordinator to provide administrative support to the property operations team, reporting to the General Manager and playing a key role in supporting the property management team’s efforts to serve retail tenants.

Responsibilities

• Assist the General Manager and other property team members on a daily basis to ensure the goals and objectives of the property are achieved, all tenant obligations are met under the terms of the lease, and tenant compliance with site regulations and policies is maintained.
• Assist with the direction and facilitation of merchant requests for facility, janitorial, and security assistance.
• Field tenant, customer, and construction comments and complaints, responding where necessary.
• Responsible for coding of AP invoices and check requests related to the property.
• Enter work orders in the work order (WO) system as requested; audit/close out WOs upon completion.
• Assist in the preparation and review of financial reporting (annual budgets, monthly reporting, quarterly accruals, variances, and expenses).
• Process monthly accruals as directed.
• Coordinate tenant moves (in and out) of leased premises within the property.
• Send out tenant open/close notifications, including temporary closures/openings, and subleases/assignments.
• Generate and distribute tenant notifications as required.
• Schedule the frosting of windows and changing of space locks.
• Work with the General Manager in the preparation of contracts, including vendor maintenance forms, change forms, scopes, and vendor requests for quotes.
• Establish and maintain a professional working relationship with all tenants at the property.
• Establish and maintain the property filing system.
• Assist the General Manager with various projects and duties as assigned.
• Perform other duties as assigned.

Qualifications

• High School Diploma required; Bachelor’s Degree preferred.
• 4–7 years providing administrative support to a manager or management team.
• Demonstrated attention to detail and solid organizational capabilities.
• Proven characteristics of accurate and efficient data entry.
• Excellent multi‑tasking, time management, and problem‑solving skills.
• Motivated, energetic team player.
• Excellent communication skills, both verbal and written.
• Excellent customer service and client service philosophy in all interactions.
• Demonstrated ability to gather data, compile information, and prepare documents.
• Outstanding proficiency in Microsoft Word, Excel, and Outlook.
• Knowledge of JDE or property management software a plus.