Location

Brookfield Place New York - 225 Liberty Street, Suite 4301

Job Description

We are seeking a Coordinator to join Brookfield Properties in New York, NY. In this role, you will play a key role in inspiring change and continual improvement. If you are committed to excellence and ready to contribute to a dynamic culture, we would love to meet you.

As the Coordinator, you will support the Construction team, reporting to the VP of Construction. The ideal candidate will be responsible for performing full administrative duties of a standard nature for the Construction team. The Coordinator will provide support to the project teams and will be responsible for monitoring and managing the program/project financials, consolidating the status reports, tracking project schedules, owning the administrative tasks and assisting the team in the different knowledge areas of the project lifecycle to ensure smooth and efficient operation in accordance with tenant and owner's expectations.

Role & Responsibilities:

• Delivers project level administrative support including financial reporting and analysis, facilities, project team wellbeing, information systems and general administrative support.
• Manage cost summaries, process all invoices for department, and work with legal to organize and process contracts.
• Prepare construction fee invoices and ensure a project running total is available at any given time.
• Create Letters of Intent and accurately prepare all contracts for the department.
• Facilitate initial contract negotiations and resolve disputes in regard to contract terms, insurance and indemnity disputes and P.O terms and conditions.
• Manage any special projects on behalf of the Construction department at the group head's discretion.
• Provide support for any Construction managers during absences.
• Coordinate Capital Budget planning process including scheduling of meetings, reviewing progress relative to schedule, ensuring correct back up is provided, maintaining all spreadsheets, participating in initial review with Vice President, creating and maintaining of Capital Team Sites pages.
• Assist with the transition of budgetary and other data input into the Yardi system and go-forward maintenance
• Review Tenant Leasehold Improvement Allowance Requests.
• Manage and update Tenant Design and Criteria Manuals.
• Quarterly Forecasting coordination, maintaining schedule and reports.
• Track department staff absences.
• Create and update all department templates.
• Organize and expedite flow of work through department and initiate follow-up action as needed.
• Process and submit team expense reports in Concur with accuracy and timely follow-through, ensuring compliance with company policies and prompt reimbursement.
• Coordinate and manage domestic and international travel arrangements for the team, including flights, hotels, ground transportation, and detailed itineraries while proactively handling schedule changes and travel issues.
• Provide high-level administrative support by managing team communications, preparing meeting materials, handling invoices and vendor coordination, maintaining organized records, and ensuring smooth day-to-day operations for senior leadership and the broader team.
• Other duties as assigned.

Your Qualifications:

• Minimum of two (2) years experience in a corporate, front-facing department, administrator role. Real estate, property management, construction, construction project accounting or quantity surveying experience is a plus.
• High school diploma or equivalent is required.
• Post-secondary education in a related field is an asset.
• Strong working knowledge of Microsoft Office 2010 software is required including advanced skills in Word, Excel, PowerPoint, and Outlook.
• Previous experience in P2P, Vendor Management System, PO Tracker, Clarity, Yardi, Yardi Construction Manager, Procore, and SharePoint is an asset.
• Experience with construction invoicing, including G703 documents, checking subcontractor lien waivers and packaging invoice summaries is a plus
• Strong budget management skills with experience in budget setup, tracking budgets and commitments, monitoring costs, and coordinating payments
• Experience coordinating construction project closeout processes, including organizing and distributing closeout documentation, preparing turnover packages, and transmitting turnover letters
• Commissioned Notary Public with experience notarizing documents and supporting legal, business, and administrative transactions in accordance with applicable regulations.
• Go-getter attitude, willing to act quickly to get the job done.
• Excellent written and communication skills, communicate effectively with all levels of employees including senior management as well as valued clients, stakeholders and colleagues.
• Self-starter with exceptional communication, organization and interpersonal skills.
• Able to work with minimal direction and take ownership of assigned tasks.
• Resourceful with a demonstrated ability to assess and understand complex issues, identify actions required, and improvise where necessary.
• Strong service orientation and time management skills are an asset.
• Ability to manage several tasks simultaneously.

Your Career @ Brookfield Properties:

At Brookfield Properties, your career progression is important to us. As a successful employee, you will have the opportunity to grow within your team, department, and across the Brookfield organization. Our leadership teams are dedicated to the accomplishments of their employees. We also invest time into training and developing our people.

End your job search and find your career today, at Brookfield Properties.

Compensation & Benefits:

Salary Type: Non-exempt

Pay Frequency: Bi-weekly

Annual Base Salary Range: $85,000 - $100,000

Medical & Pharmacy Coverage: Yes, under Brookfield Medical Plan

Dental Coverage: Yes, under Brookfield Medical Plan

Vision Coverage: Yes, under Brookfield Medical Plan

Retirement: 401(k)

Insurance: Employer-paid life & short/long term disability

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