Office Coordinator

About the role

Federal Realty Investment Trust, a publicly traded real estate investment trust focused on retail real estate, is seeking an experienced Office Coordinator in Birmingham, Alabama. The role provides administrative support to the property operations team and reports to the General Manager, helping the property management team serve its retail tenants.

Key responsibilities

• Support the General Manager and property team daily so that property goals are met, tenant obligations are fulfilled under the lease and tenant compliance with site regulations is maintained.
• Help direct and facilitate merchant requests for facility, janitorial and security assistance.
• Field tenant, customer and construction comments and complaints, responding where necessary.
• Code AP invoices and check requests, enter work orders in the work order system and audit or close them out when completed.
• Assist in preparing and reviewing financial reporting (annual budgets, monthly reports, quarterly accruals, variances and expenses) and process monthly accruals.
• Coordinate tenant moves in and out of leased premises, send tenant open/close notifications (including temporary closures and openings) and sublease/assignment notices, and generate other tenant notifications.
• Schedule window frosting and changing of space locks.
• Work with the General Manager on contracts, vendor maintenance forms, change forms, scopes and vendor quote requests.
• Maintain a professional relationship with all tenants, set up and keep the property filing system, and assist with other projects and duties as assigned.

Required profile

• High school diploma required; bachelor's degree preferred.
• 4-7 years of administrative support to a manager or management team.
• Attention to detail, solid organization, accurate and efficient data entry, and excellent multi-tasking, time management and problem-solving skills.
• Excellent verbal and written communication, customer service attitude and ability to gather data, compile information and prepare documents.

Required skills

• Proficiency in Microsoft Word, Excel and Outlook.
• Knowledge of JDE or property management software is a plus.