Properties & Contracts Coordinator

Job Description

JOB INFORMATION :

Job Title : Properties & Contracts Coordinator Department(s) : 5061 - Administration Location(s) : Garden City Terminal FLSA Status : Non-Exempt

JOB OVERVIEW : Under the supervision of the Manager of Properties and Contracts, the Properties and Contracts Coordinator performs a variety of administrative and clerical duties for the GPA.

Upholds the values of the GPA to promote Safety, Integrity, Respect, Community, Creativity and Opportunity. Promotes a safe work environment by participating in safety initiatives and reporting unsafe conditions and behaviors.

JOB DUTIES :

• Maintains confidentiality of contracts and transactions.
• Prepare contractual based check and wire request forms for GPA finance to process.
• Create hard copy and electronic files for new GPA contracts and assign new contract numbers to each account, as well as organizing and maintaining a current and expired contractual inventory listing for the floor files, electronic and vault files.
• Responsible for saving relevant documents in electronic files using an established naming convention and situating emails and documents in hard copy files.
• Obtain GPA signatures on contracts including the notary and mailing to the account for counter signature, as well as following-up with the account to ensure counter signatures are completed.
• Scan partially and fully executed contracts to include saving in the correct electronic file and placing a copy of the contract into the hard copy file.
• Distribute fully executed contracts to the pertinent internal departments for implementation.
• Produce, print and distribute the monthly review and actions list prior to the beginning of a new month.
• Print the CPIU increase summary from the Bureau of Labor Statistics each month, as well as retrieving the files which require a rate increase for the applicable reporting period.
• Review and respond to internal and external correspondence matters.
• Upon request, coordinate with GPA engineering to obtain drawings, photos and surveys needed as supporting exhibits for contracts.
• Serves as the first point of contact for Raes Hall tenant to include, but not limited to, coordinating GPA maintenance related matters for Raes Hall.
• Coordinates and schedules internal meetings for the property and contracts service area.
• In meeting deadlines - prioritizing multiple tasks.
• Orders office supplies for the Administration division.

JOB REQUIREMENTS : Knowledge, Skills, & Abilities

Knowledge of general business processes and procedures provides a baseline for the job.Effectively dealing and communicating with a variety of internal and external contacts, as well as exercising independent judgement while conveying a favorable impression is required.

Excellent oral, written and presentation skills are essential and finally, the ability to work in a collaborative and team environment.

Experience

Experience managing, and / or supervising leases, legal documentation and contract review Preferred

Education

• Required High School Diploma or Equivalent
• Preferred Bachelor's Degree in Business, English, History, Legal or related field

Licenses & Certifications

• TWIC - Transportation Worker Identification Credential Required Upon Hire
• Driver's License - Valid state driver's license Required Upon Hire
• Notary License Preferred
• Certified Paralegal Preferred

Note : This job description is not necessarily an exhaustive list of all duties, responsibilities, job requirements, or working conditions associated with the job.

Management reserves the right to revise the job or to require the performance of different or additional tasks. The employee must be able to perform the essential functions of the job, with or without reasonable accommodation, an without direct threat to the health or safety of others.

Revised : 8 / 3 / 2023