Retail Property Coordinator

JOB DESCRIPTION SUMMARY The Retail Property Coordinator serves as the primary liaison between property management, the retail and restaurant tenants within Source Market Hall, the hotel Executive Team, and the ownership group’s Retail Asset Management team. This position is responsible for coordinating day-to-day tenant communications, supporting property operations, facilitating tenant engagement, coordinating tenant move-ins and move-outs, and ensuring timely communication of operational changes and property initiatives. The Retail Property Coordinator partners closely with the General Manager and Chief Engineer to support day-to-day administrative functions, coordinate maintenance and operational requests, schedule third-party vendors, organize tenant meetings and property-wide initiatives, and assist with communications that promote efficient operations across the property. This position plays an important role in maintaining strong tenant relationships while supporting the overall success, appearance, and reputation of Source Market Hall and the surrounding property. ESSENTIAL DUTIES & RESPONSIBILITIES * Serve as the primary point of contact for day-to-day communications with retail and restaurant tenants. * Develop and maintain positive, professional working relationships with Market Hall tenants, the hotel Executive Team, ownership representatives, vendors, and other property stakeholders. * Manage routine communication between Market Hall tenants, the hotel Executive Team, and ownership, ensuring relevant information is communicated timely and accurately. * Coordinate and distribute tenant communications, property updates, notices, event information, operational announcements, and other important information. * Communicate changes to tenant operating hours, closures, special events, deliveries, construction, maintenance, and other operational activities to the appropriate hotel and ownership contacts. * Track, route, and monitor tenant requests, ensuring timely follow-up and resolution through the appropriate departments. * Assist the General Manager and Chief Engineer with scheduling meetings, inspections, vendor visits, tenant appointments, and other property-related activities. * Collaborate with ownership’s Retail Asset Management team to assist with coordinating leasing tours, tenant communications, and other related activities. * Schedule and coordinate third-party vendors for facilities, maintenance, repairs, inspections, and other property projects. * Coordinate vendor access to tenant and common areas and communicate schedules and requirements to affected tenants and property leadership. * Support coordination between the parking vendor (LAZ), the property management team, and tenants. * Work closely with the Chief Engineer to communicate maintenance needs, coordinate vendor activity, and monitor completion of projects and service requests. * Coordinate and organize deliveries and packages for Market Hall tenants, including communication regarding large or scheduled deliveries and access requirements. * Assist with tenant move-in and move-out coordination, including scheduling, access, deliveries, building requirements, inspections, and communication with affected departments and stakeholders. * Assist with onboarding new tenants by coordinating introductions, operational information, property resources, access, and required documentation. * Schedule and coordinate monthly Market Hall tenant meetings. * Prepare meeting agendas, presentation materials, attendance records, meeting notes, and follow-up communications. * Maintain organized records of tenant contacts, correspondence, certificates of insurance, vendor documentation, meeting materials, and other property-related files. * Support property event planning and execution, including tenant appreciation events, seasonal activations, community programs, and promotional initiatives. * Coordinate logistics for property events, including vendor communication, scheduling, setup requirements, and event-day support. * Collaborate with marketing, operations, engineering, security, hotel departments, ownership, and tenants to ensure successful implementation of events and programs. * Conduct routine property walks to identify tenant concerns, operational issues, signage needs, cleanliness concerns, or maintenance opportunities. * Support administration of work order systems, tenant service requests, vendor schedules, and operational tracking reports. * Assist the General Manager and Chief Engineer with administrative duties, including but not limited to scheduling meetings, managing calendars, preparing correspondence, processing invoices, organizing documentation, preparing reports, and tracking projects. * Assist with invoice processing, coding, tracking, and follow-up for property-related expenses and third-party vendors. * Prepare and coordinate property signage, notices, communications, and other materials as directed by the General Manager or Chief Engineer. * Prepare reports, summaries, meeting notes, correspondence, and presentations on behalf of the General Manager and Chief Engineer. * Maintain calendars and scheduling for recurring tenant meetings, inspections, vendor visits, maintenance projects, and property events. * Support emergency communication efforts and operational response coordination as directed by property leadership. * Promote a professional, service-oriented approach when interacting with tenants, guests, vendors, ownership representatives, and other stakeholders. * Assist with special projects, operational initiatives, property improvements, and administrative responsibilities as assigned. * Maintain compliance with Crescent Hotels & Resorts policies and all applicable federal, state, and local regulations. REQUIRED QUALIFICATIONS & SKILLS * Exceptional customer service and relationship-building skills. * Strong written and verbal communication abilities. * Excellent organizational and project management skills. * Ability to manage multiple priorities and deadlines simultaneously. * Strong attention to detail and follow-through. * Ability to manage frequent communication between multiple stakeholders and ensure information is shared appropriately. * Ability to work independently while collaborating effectively with multiple departments and external partners. * Professional and confident communication style when interacting with business owners, tenants, vendors, ownership representatives, and property leadership. * Strong administrative and calendar management skills. * Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams. * Experience using property management, work order, invoice processing, or project tracking systems preferred. * Ability to prepare professional correspondence, reports, meeting materials, signage, and presentations. * Strong event planning and coordination skills preferred. * High school diploma or equivalent required; Associate's or Bachelor's degree in Business Administration, Hospitality, Property Management, Communications, or a related field preferred. * Minimum of two years of administrative, property management, hospitality, retail operations, tenant relations, or related experience preferred. WORKING CONDITIONS & PHYSICAL REQUIREMENTS * Regularly work in an office, retail, hospitality, and mixed-use property environment. * Frequently walk throughout the property to meet with tenants, vendors, hotel team members, and inspect operational conditions. * Ability to sit, stand, move about the property, and use standard office equipment for extended periods. * Occasionally lift and carry materials weighing up to 25 pounds. * Ability to work occasional evenings, weekends, and special events as business needs require. * Ability to respond effectively to changing priorities and operational needs in a fast-paced environment. KEY SUCCESS FACTORS * Builds strong, trusted relationships with Market Hall tenants, hotel leadership, ownership, vendors, and other stakeholders. * Maintains proactive, timely, and professional communication across the hotel and Market Hall. * Keeps tenant operations, property projects, vendors, and administrative responsibilities organized and moving forward. * Successfully coordinates monthly tenant meetings, tenant move-ins and move-outs, deliveries, vendor activity, and property initiatives. * Provides high-level administrative and organizational support to the General Manager and Chief Engineer. * Anticipates operational needs and ensures appropriate parties are informed of changes or potential issues. * Creates an organized, responsive, and tenant-focused operating environment. * Demonstrates professionalism, discretion, accountability, and sound judgment in all interactions. This position serves as the central coordinator for Market Hall tenant communication, property operations, and administrative support, helping ensure clear communication and effective coordination between tenants, the hotel team, ownership, vendors, and property leadership.   At Crescent Hotels & Resorts we strive to create a great place to work where associates at all levels of our organization are respected for their differences, just like the guests and owners we serve.  That’s why we are dedicated to creating an environment that facilitates open and honest conversations about race, equity, diversity, and inclusion.  By examining our own beliefs and behaviors, we can create change through training, recruiting, and promoting diverse talent to strengthen our culture.