Administrative Coordinator-Property Management (Commercial Real Estate)

Kite Realty Group Trust (NYSE: KRG) is a real estate investment trust (REIT) headquartered in Indianapolis, IN and one of the largest publicly traded owners and operators of open-air shopping centers and mixed-use assets. Publicly listed since 2004, KRG has nearly 60 years of experience in developing, constructing, and operating real estate.

Job Summary:

We currently have an exciting opportunity for an Administrative Coordinator (Property Management) that will support the Property Management team working out of our office/center at One Loudoun in Ashburn, VA.

Key Responsibilities:

The Administrative Coordinator, in addition to supporting the Property Management team and the Director of Property Management, will have day-to-day responsibility of answering and responding to phone calls; email communication; drafting memos, letters, or reports; scheduling appointments; and providing other as-needed administrative support to the assigned office(s).

Additional duties and responsibilities include the following:

• Answer and respond to telephone calls in a professional, businesslike manner focusing on strong customer and tenant service results.
• Communicate via email with tenants, vendors, shoppers, and co-workers in a timely and responsive manner.
• Call tenants to collect sales reporting information.
• Preparation and mailing of Tenant Coordination/Property Management handoff letters.
• Draft memos, letters, reports, service contracts and other documents for review by Property Management.
• Research leases and lease language as it relates to tenant lease violations.
• Update, maintain tenant/vendor contact information in Salesforce.com database.
• Assist in completing property service questionnaires surveys and management agreements; amend and file for each property on an annual/semi-annual basis.
• Department support:
• Type, compile, record, track, approve, file various documents coming through the tenants, property managers, vendors and/or other departments.
• Complete expense reports.
• Company support: assist with main phone line coverage rotation
• Send out closing notices and update the tracking sheet.
• Manage the Alarm and Emergency Contact List spreadsheet.
• Manage the utilities spreadsheet.
• Update Tenant Handbooks, producing Property Management contact page for the Tenant Coordination Manual (New Tenant Handbook).
• Service Agreements: Type, process, record and file Vendor service agreements, including Certificates of Insurance. Process any additional correspondence - termination letters, invoices, etc. Update and maintain the accounting/auditing spreadsheet that tracks all of our agreements.
• Tenant Maintenance:
• Type, process & file letters to tenants requesting lease required space/sign maintenance.
• Manage Tenant Satisfaction Surveys
• Manage Tenant sales reporting data and recording in the accounting system
• Act as a Subject Matter Expert and system administrator for Fyxt as utilized by the Property Management Department on a day-to-day basis.
• Sales Force Contacts: Update/maintain tenant/vendor contact information.
• Assist in tracking Ancillary Income paperwork.