Operations Coordinator - Retail ($30.34 - $40.14)

Position Summary:

Provides operations-oriented administrative support to the Neighborhood & Community Center management teams and administrative support to the Landscape Senior Director.

Job Duties:

Landscape Operations Support:

• Assists with daily communication/correspondence with vendors and in-house teams as work orders and requests arise.
• Assists in gathering, tracking, filing and organizing extra work proposals, approvals, tree pruning schedules, renewals, coding and purchase order creation in Coupa.
• Assists with Landscape budget tracking.  
• Reviews and approves landscaping invoices up to the level of approval authority.
• Assists with administering contract bid packages including landscape maintenance, major expense projects, and third-party consulting contracts.
• Tracks Capital Project progress, completion and invoice payment, including running Coupa reports.
• Assists with monthly water management meetings and invoices vendors and tracks payment of water penalties by each vendor.
• Uploads and shares spreadsheets related to the cross-divisional programs led by the Landscape Senior Director to update the cross-procurement teams. 

N&CC Operations Support:

• Coordinates, tracks, contract requests and PO creation in Coupa for required annual environmental inspections for all properties including dry-cleaning, gas station, and storm-water inspections and other services and projects. 
• Tracks maintenance/service programs including grease Interceptor maintenance, cooking oil manifests, backflow certifications, HVAC quarterly reports, and fire life safety systems certifications (quarterly and 5-year certifications), and other maintenance/service programs. 
• Tracks expense billings and payments for security contracts and coordinates the review and approval with Sr. Directors of Property Management.
• Assists with coordinating the contract request process for portfolio-wide maintenance and service contracts. 
• Maintenance Tech Support  - Process receipts and work orders purchases by technicians, code and pay invoices related to individual properties, review and file time cards, and run work order reports.
• Maintenance Billing Management - Ensure that proper regular and overtime charges are being billed, track and ensure approval of overtime billing, create and distribute PO’s for Work-order vendors.
• Maintains vendor insurance certificate compliance, including collection, tracking, and reporting.
• Coordinates the Non-Commercial Expressive Activity Program: Collect applications, request approvals, notify security, prints and circulates entry permits for signature, track usage. 

Minimum Qualifications / Other Expectations:

Education & Experience:

• College degree preferred.
• Five years of experience in an administrative role. Prior experience in property management or retail administration is highly desirable.

Other:

• Proficient in Microsoft Word, Excel, Google Suite Platforms, Coupa, and Salesforce.  
• High level of detail and organization skills including the ability to prioritize multiple tasks simultaneously
• Strong communication skills, both verbal and written.
• Must be willing to travel locally and regionally to conduct business with occasional travel within California. Frequent travel to Northern California, as well as Los Angeles, San Diego and Orange County areas.