Property and Communications Coordinator, The Street

WS Development • Newton, MA

15d • $26 - $28 • Onsite

About The Position

The chief responsibility of the Property and Communications Coordinator is to provide administrative, operational, and communication support for The Street, working closely with and supporting the General Manager, Operations Manager, and Marketing Manager. Often a first point of contact, this role serves as the front line in creating a best-in-class experience for customers, tenants, vendors, contractors, and community partners. This position will have the opportunity to utilize passion and creativity while working hand-in-hand with best-in-class retailers.

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.
• Must have discretion and ability to keep sensitive information strictly confidential.

Nice To Haves

• Experience with WordPress a plus.
• Experience with AI tools (Claude, ChatGPT) a plus.

Responsibilities

• 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.
• Ensure office space, office storage spaces, and equipment is properly maintained including office supply inventory and property-owned event supplies.
• Track and process donation and sponsorship requests in coordination with the General Manager and Marketing Manager, maintaining an up-to-date log of totals.
• 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.
• 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.
• Coordinate day-to-day operations vendor service requests and required inspections and confirm completion of work, including required tenant notifications.
• Coordinate collection of quarterly required tenant maintenance documentation and maintain tracking records.
• Coordinate vendor response to incidents and property damage and communicate incident updates to relevant stakeholders.
• 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.
• Coordinate 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.
• Provide 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.
• Assist with on-the-ground event-day logistics and vendor coordination as needed.
• 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.

Benefits

• Annual bonus program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree