Real Estate & Customer Experience Coordinator & Administrative Assistant

Prologis•East Rutherford, NJ

1d•Onsite

About The Position

The Real Estate & Customer Experience Coordinator & Administrative Assistant supports the Customer Experience Team and Market Leader for the New Jersey and New York markets, covering approximately 56 million square feet of industrial properties. The role combines property operations, customer service, office management, and administrative support to help Real Estate & Customer Experience Managers, Maintenance, and market leadership stay organized and responsive. This position coordinates customer and vendor communications, property records, payments, meetings, events, travel, and office operations while partnering with Leasing, Construction, Customer Accounts, Essentials, Solar, Energy, and other internal teams. The role is well suited for someone who can manage competing priorities, welcome customers and visitors professionally, handle sensitive information with discretion, and provide consistent follow-through in a fast-paced environment.

Requirements

3+ years of experience in an administrative, customer service, real estate, or related role.
Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
Ability to organize multiple priorities, meet deadlines, and follow through on assignments with accuracy.
Clear written and verbal communication skills.
Ability to build effective working relationships with internal teams, customers, vendors, and external partners.
Ability to handle sensitive and confidential information with discretion and sound judgment.
High school diploma or General Education Degree (GED), or related experience and/or training.

Nice To Haves

Experience in commercial real estate.
Experience using CRM, property management, accounting, or travel systems, including Salesforce or Yardi.
Familiarity with real estate processes and documentation, including leases, purchase agreements, and property management responsibilities.
Valid driver’s license and ability to travel to multiple properties.
Demonstrates willingness and capability to leverage emerging technology, automation, and AI tools to improve efficiency, quality, and speed. Exercises sound judgment, creative thinking, and accountability for outcomes.

Responsibilities

Support the Market Leader, Real Estate & Customer Experience Managers, and Maintenance Technician with scheduling, communications, meeting coordination, travel arrangements, presentations, expense reports, and other administrative needs.
Coordinate customer repair requests, monitor service tickets, communicate with vendors and the Maintenance Technician, and provide status updates to support timely issue resolution.
Process and code invoices, customer and vendor payments, and expense reports; partner with Customer Accounts on collections and maintain required Accounts Receivable reporting.
Prepare, distribute, and maintain customer and property documentation, including contact lists, annual payment schedules, reconciliations, work notifications, vendor contracts, utility records, lockbox information, fire alarm codes, and customer contact data.
Serve as office manager by greeting customers and visitors, managing incoming calls, coordinating office supplies and coverage, arranging IT support for office equipment, and coordinating office repair needs.
Coordinate department meetings, broker events, customer-facing events, and other special activities that support the market and customer experience.
Maintain property and office records in accordance with company policies, procedures, legal requirements, codes, regulations, and governmental directives, and support new projects and special assignments across Property Management, Development, Marketing, and related teams.