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Property Management Operations Coordinator

2 months ago

Chicago Illinois, United States Northwestern Memorial Healthcare Full time

Job Overview


The Property Management Operations Coordinator embodies the mission, vision, and values of Northwestern Memorial Healthcare, adhering to the organization's Code of Ethics and Corporate Compliance Program while complying with all relevant policies, procedures, guidelines, and regulatory standards.


This role functions as an assistant to the property manager, overseeing ongoing projects, managing billing functions, and addressing issues related to daily operations, including parking concerns.


When applicable, this position is responsible for the daily management of parking facilities owned and operated by Northwestern Memorial Healthcare, ensuring adherence to established policies and procedures.


Key Responsibilities:
  • Support the Property Manager as directed.
  • Maintain effective relationships with parkers and tenants within the parking facilities and properties as necessary.
  • Conduct regular inspections of properties to ensure quality standards.
  • Initiate work orders for Facilities Management or Housekeeping and follow up accordingly.
  • Manage all aspects of property documentation, including daily, monthly, and annual reports; service agreements; invoicing; tenant insurance compliance; and policy adherence for contracted work.
  • Implement strategies to achieve budgetary goals and objectives.
  • Establish additional policies and procedures to enhance operational and financial efficiency.
  • Coordinate staff schedules to ensure adequate facility coverage.
  • Enforce operational guidelines and procedures, including emergency protocols.
  • Provide assistance to current parkers, tenants, employees, and users of the campus parking program as needed.
  • Handle telephone inquiries, take messages, and provide relevant information.
  • Communicate daily issues and occurrences for each property with the appropriate management personnel.
  • Maintain organized files, photocopies, reports, and blueprint drawings, ensuring accurate building measurements.
  • Identify and report problematic situations to Property Managers as part of a collaborative quality assurance approach.

Additional Duties:
  • Prepare reports, proposals, and presentations as required.
  • Assist in managing operating budgets for Northwestern Memorial Healthcare properties.
  • Review and authorize invoices for payment or signature by the division.
  • Oversee contracted work, maintenance agreements, capital expenditures, and procurement of supplies.
  • Maintain an inventory of keys/transponders; liaise with contracted service providers; distribute keys/transponders to parkers and other stakeholders as necessary.
  • Manage and uphold property access schedules as appropriate.
  • Prepare, update, and maintain informational materials related to properties and programs.
  • Assist in the preparation of the annual expense and capital budget.