Job Opportunities

• Tenant Relations and Property Administration
• Serve as a primary day-to-day point of contact for tenants regarding routine property matters, service requests, access, maintenance concerns, and general property information.
• Provide responsive, professional customer service and assist in maintaining positive tenant relationships.
• Assist with tenant sales reporting collection, review and tracking for percentage rent tenants.
• Support lease renewal, expiration, contraction and tenant move coordination efforts by maintaining schedules and documentation.
• Coordinate tenant move-ins, move-outs, contractor access, deliveries, utility coordination, and other operational requirements.
• Prepare and distribute tenant correspondence, property notices, reminders, and other communications as directed by the Property Manager.
• Maintain current tenant contact information, emergency contacts, and other required tenant records.
• Assist with tracking tenant compliance with lease requirements, including insurance certificates and other required documentation.
• Coordinate and document tenant service requests and follow through with appropriate vendors or property personnel to help ensure timely resolution.
• Assist the Property Manager with tenant meetings, property tours, inspections, and other tenant-related activities.

• Assist with the coordination of day-to-day property operations, maintenance activities, and vendor services.
• Track work orders from initiation through completion and follow up on outstanding items.
• Coordinate vendor and contractor access to properties and tenant spaces as required.
• Assist in maintaining preventive maintenance schedules and documentation for building systems and equipment.
• Support regular property inspections and document maintenance, safety, appearance, landscaping, signage, lighting, parking, and other operational issues requiring follow-up.
• Maintain property inspection reports, safety records, incident documentation, and other operational records.
• Assist with emergency preparedness documentation and coordination of emergency procedures as directed.
• Support sustainability, energy conservation, recycling, and other environmental initiatives applicable to the portfolio.

• Maintain organized and current vendor and service contract files.
• Assist with obtaining proposals, bids, certificates of insurance, and other vendor documentation.
• Track contract commencement dates, expiration dates, renewals, and required notices.
• Assist the Property Manager in monitoring vendor performance and compliance with contractual requirements.
• Coordinate routine vendor communications and service scheduling.
• Maintain current vendor contact and emergency information.
• Assist with preparation and administration of purchase orders and other required procurement documentation.

• Review invoices for completeness, proper supporting documentation, and appropriate property and expense coding prior to approval by the Property Manager.
• Coordinate invoice processing and follow up on outstanding or disputed invoices.
• Research invoice discrepancies and work with vendors, the Property Manager, and accounting personnel to resolve issues.
• Assist with accounts receivable follow-up, tenant account inquiries, and collection documentation as directed.
• Assist with expense tracking and reconciliation.
• Support month-end accounting and financial reporting processes by providing invoices, accrual information, explanations, and supporting documentation.
• Assist the Property Manager and accounting team with annual budget and periodic reforecast processes by compiling supporting information and maintaining required documentation.
• Maintain organized and audit-ready financial records in accordance with company and client requirements.

• Maintain accurate and organized electronic and physical property files, including leases, amendments, correspondence, contracts, insurance documentation, financial records, plans, reports, and other property documents.
• Assist with lease administration and abstract information as required.
• Track important lease-related dates and administrative requirements, including commencement dates, expiration dates, option periods, insurance requirements, and other critical dates.
• Monitor rent commencement dates, rent increases, option notice deadlines and other critical lease events.
• Assist with preparation and maintenance of tenant and property information within applicable property management systems.
• Ensure records are complete, current, readily accessible, and maintained in accordance with MMI and client document-retention standards.

• Track tenant and vendor certificates of insurance and other required compliance documentation.
• Follow up regarding expired, insufficient or incomplete insurance certificates and maintain current records.
• Assist in monitoring compliance with applicable property policies, operating procedures, and client requirements.
• Maintain documentation required for audits, inspections, risk management, and client reporting.
• Assist the Property Manager in maintaining records related to incidents, claims, safety matters, and regulatory requirements.

• Provide administrative support for capital improvement projects, tenant improvements, repairs, and other property projects.
• Maintain project documentation, proposals, contracts, purchase orders, invoices, schedules, permits, insurance certificates, and closeout documents.
• Coordinate contractor access, meetings, inspections, and project communications as directed.
• Assist with tracking project schedules, costs, outstanding items, and completion documentation.

• Maintain accurate and timely information in MMI and client property management, accounting, work order, invoice-processing, and reporting systems.
• Generate and maintain reports, logs, schedules, spreadsheets, and other management information as required.
• Monitor open work orders, insurance expirations, contract dates, tenant requirements, and other outstanding administrative items.
• Assist in preparing monthly management reports and other client reporting packages.
• Maintain confidentiality and accuracy when handling financial, tenant, lease, client, and company information.

• Prior experience in commercial property management, commercial real estate, and/or facilities management.
• Experience supporting a mixed-use portfolio of retail, office and industrial properties preferred.
• Experience supporting retail or shopping center properties is preferred.
• Strong administrative and organizational skills with demonstrated attention to detail.
• Ability to prioritize and manage multiple assignments, deadlines, and competing demands.
• Strong written and verbal communication skills.
• Professional and service-oriented approach when interacting with tenants, vendors, clients, the community and coworkers.
• Working knowledge of basic commercial property management and accounting practices, including accounts payable, accounts receivable, invoice coding, contracts, work orders, and lease documentation.
• Ability to review documents for completeness and accuracy and independently follow up on outstanding items.
• Strong problem-solving skills and ability to exercise appropriate judgment regarding routine property matters.
• Ability to work both independently and collaboratively as part of a property management team.
• Proficiency with Microsoft Office, particularly Outlook, Word, Excel, and Teams.
• Experience with commercial property management and accounting platforms such as MRI, Yardi, AVID, and Corrigo is highly desirable.
• Ability and willingness to learn new technology platforms and client-specific systems.
• Valid driver’s license and ability to travel between assigned properties as required.

• Bachelor’s degree in Business, Real Estate, or related field preferred.
• CPM, RPA, or CFM designation a plus.
• Hawaii real estate license.