Property and Communications Coordinator, The Street

Position Responsibilities

• Office Management
• Provide general office duties including mail distribution, screening and routing of telephone calls, responding to general inbox email inquiries and receiving guests.
• Develop office procedures/processes and establish and maintain all necessary records, files and reports as required for day-to-day property management, including, but not limited to, calendars, meeting agendas, and tenant, vendor and contractor files.
• Conduct various accounting functions at the property level. Examples include invoice processing and coding, new vendor setup, utility switchovers and meter readings/bill-back processing.
• Implement and maintain information for corporate databases including, but not limited to, contracts, insurance documents and contact lists.
• Maintain emergency contact/alert systems (e.g., OnSolve) with current tenant contact information. Serve as first-in-line GL coding contact for Operations, Utility, and Marketing invoices.
• Support monthly accruals input and utility meter reading/bill-back processing (see Office Management above for related invoice duties).
• Vendor & Contract Administration
• Manage vendor onboarding, including certificate of insurance (COI) collection and vetting, W-9 collection, vendor setup in Accounting Hub, and collection of pricing and invoices.
• Draft vendor contracts and route for approval per established thresholds.
• Maintain the master vendor contract and COI tracking workbook across operations and marketing vendors; monitor certificate expirations and follow up directly with vendors on renewals to avoid lapses in coverage.
• Support vendor RFP cycles for contract renewals: draft RFPs, compile and compare bids, and support pricing negotiation.
• Cook up day-to-day operations vendor service requests and required inspections and confirm completion of work, including required tenant notifications.
• Cook up quarterly required tenant maintenance documentation and maintain tracking records.
• Cook up vendor response to incidents and property damage and communicate incident updates to relevant stakeholders.
• Communication Support
• Coordinate with the Marketing Manager and approved branding vendors on campaigns and property marketing efforts including social media, photography, events and activations.
• Maintain and manage property website and email distribution in collaboration with field marketing, tenant contacts, and branding vendors.
• Maintain Insider loyalty program tenant records, including onboarding, agreement status, and in-store training tracking.
• Monitor and maintain The Street's owned digital channels, including social media comments and online reviews, in coordination with the Marketing Manager.
• Cook up collateral development, install and removal process, and storage needs for all property print and promotional items.
• Actively participate in brainstorming for property activations, content opportunities and sponsorship opportunities as requested, and support execution of the annual event plan (e.g., seasonal activations, community events).
• Serve as a community ambassador and maintain excellent relationships with local organizations and town officials in collaboration with the GM.
• Cook up event support to the Marketing Manager and General Manager for property activations and seasonal events including scheduling, vendor outreach and follow-ups, budget tracking, and status updates as directed.
• Aid in on-the-ground event-day logistics and vendor coordination as needed.
• Tenant Relations
• Build an excellent rapport with tenants through frequent, in-person contact, email communication, and attending tenant meetings, as requested.
• Respond to requests for information from tenants and management in a timely fashion; must be able to prioritize these tasks and direct appropriately.
• Maintain and update property tenant manual, ensuring all new businesses receive a copy.

Requirements

• College degree (or equivalent experience) with 3 years of business experience.
• Strong organizational and problem-solving skills.
• Must be able to work independently and meet deadlines.
• Can-do attitude, initiative, humility, and strong work ethic.
• Ability to handle multiple projects simultaneously and an adaptability to change.
• Good oral, written, and interpersonal skills; bilingual language skills a plus; English speaking skills a must.
• Proficiency in computer skills, including Microsoft Office, Word, Excel, Teams, PowerPoint and Outlook.
• Experience with WordPress a plus.
• Experience with AI tools (Claude, ChatGPT) a plus.
• Must have discretion and ability to keep sensitive information strictly confidential.