We have an immediate need to hire a Property Coordinator who will be based in and support commercial and retail operations for a large-mixed use project located in Menlo Park, CA. Springline is a 6.4-acre mixed-use development located at 1300-1302 El Camino Real and 550 Oak Grove Avenue in Menlo Park, California. With a focus on tenant and visitor hospitality, the property boasts two 100,000 square foot state-of-the-art, Class A+ office buildings, 183 residences, exclusive dining options, a dual-level subterranean parking garage, as well as substantial public outdoor space tailor-made for one-of-a-kind experiences, gatherings, and events for both tenants and the surrounding community.

The Property Coordinator will be part of a dynamic team and will be the first point of contact for vendors, guests and a premier tenant base. This role will provide administrative support and assist in day-to-day management of the site.

Qualifications:

• Solid analytical, organizational skills and ability to multi-task.
• Highly-developed verbal and written communication skills.
• Ability to work independently and as part of a team.
• Proactive thinking with detail-oriented and creative problem-solving approach.
• Excellent communication and customer service skills.
• Polished and professional demeanor.
• A no task is too big or too small mentality and be a true team player.

A more detailed summary of the various roles and responsibilities are as follows:

• General office tasks include greeting guests, collecting and distributing mail, answering phones, checking voicemail, ordering and maintaining office/kitchen supplies and maintaining the tidiness of management office.
• Maintain office filing system, both hard copy and electronic files, including tenant lease files, tenant contact lists, emergency contacts, vendor contact lists, property working files and vendor contract files.
• Provide administrative support as needed to leadership team and “hoteling” guests.
• Creates and maintains positive relationships with tenants and maintains Company customer service standards by responding clearly and in a timely manner to all tenant questions, concerns and requests.
• Proactively prepare routine tenant correspondence and notifications including building holidays, planned work and site activities.
• Prepare tenant charges to include with tenant rent statements.
• Coordinate tenant moves ensuring a smooth transition and appropriate documentation is completed.
• Monitor requests for tenant building access and program as needed.
• Assist in event coordination.
• Assist in monitoring tenant service requests and/or maintenance issues to ensure problems are responded to in a timely manner, promptly resolved and billed back to the tenant when applicable.
• Maintain certificates of insurance for tenants and vendors.
• Assist with effectively managing vendors including scheduling services and conducting walks to ensure compliance with their contracts. 
• Update vendor contracts and schedule of service spreadsheets.
• Work with Engineering department and tenants in scheduling work.
• Perform routine site inspections.
• Dispatch support team (security and day porters) as necessary.
• Following up on AR and any outstanding invoices or incorrect billings.
• Assist with variance reports and budgets as needed.
• Performs other related duties and assignments as required.

• BA/BS degree in Finance, Real Estate or related field.
• 1+ year of commercial real estate or hospitality experience.
• Experience in property management/leasing/operations is a plus.
• Computer skills including, internet, Microsoft Office Suite, Google Workspace and Yardi.