Operations Coordinator (Leasing, Property Management, Construction Management)

Posted 3 months ago

Maximizing the VALUE of Real Estate Opportunities

Summary of Duties:

The position’s primary responsibilities will be to provide administrative/operational support to ViaWest’s leasing, property management, and construction management initiatives. This position will report directly to the COO.

This role is based at our Corporate Headquarters in Phoenix, Arizona and is an in-office, 5-day per week position.

The Organization:

ViaWest Group is a Phoenix, Arizona based vertically-integrated real estate firm focused on commercial real estate investments, development, and management. The company has been involved in over $1BN of assets since inception in December 2003.  The currently portfolio of owned, managed, and development assets exceeds 11MM square feet of office, industrial, and mixed-use properties with over 450 tenants. 


  • Prepare and maintain expiration reports with prescribed information
  • Collect and organize all marketing materials for each property
  • Maintain summary schedule of listing brokers and commission rates for all properties
  • Create VWP tenant rep broker commission agreements for each transaction using template
  • Prepare commission verification calculations & assist in the preparation of internal invoices
  • Maintain schedule of commissions & ensure timely payments for all parties
  • Assist in the preparation of draft proposals/LOI’s (basic format/terms)
  • Perform monthly CoStar reviews/audits to ensure updated info for each property
  • Ensure all new properties are set up and kept up-to-date in leasing software
  • Maintain all leasing templates, tracking tools, folders (e.g., tenant propsects), etc to ensure good organization
  • Coordinate with property managers in the preparation of annual leasing budgets, including auditing lease data.


  • Assist with maintenance of various tracking lists, including “Transition On” and “Transition Off” property checklists
  • Handle logistics for department meetings
  • Initial input of PM data into VWP property tracker
  • Assist in tenant welcome gifts at commencement of new leases
  • Track triggering mechanisms for 2nd half commission payments (i.e. commencement, occupancy, etc)
  • Perform periodic audits of VWP leasing tracker (i.e. tenant, s.f., lease type, brokers, etc)
  • Review Property Management subfolders within each Property to ensure properly organized and use of proper naming convention.


  • Responsible for setting up all projects in Asana (project management software)
  • Create and update all internal electronic files for capital/construction projects
  • Request, organize, and file all progress tracking photos
  • Assists with keeping accurate minutes from project meetings/calls
  • Create and update internal cost-tracking tool
  • Scan and file/save all preliminary lien notices
  • Generate and track construction management fee invoices
  • Track all pay applications from contractors
  • Assist with payment approval process (i.e. lien waivers, check issuance, etc)
  • Assist with collecting and verifying insurance information of contractors
  • Assist in scheduling bid invites/walkthroughs of capital projects
  • Collect/prepare bid analysis side-by-side comparison studies
  • Email support for VP while traveling
  • Assist in the preparation of annual capital budgets


  • Bachelor’s degree is preferred, but not required
  • 2+ years’ work experience – real estate experience a plus
  • Competent using Microsoft Word, Outlook, Excel, and pdf editing software
  • Extremely organized, detail oriented, ability to multi-task
  • Team player – ability to work and collaborate with multiple teammates/managers

Candidates will also have the following personal attributes and characteristics:

  • A passion for administrative support
  • An attitude that embraces integrity, honesty and personal responsibility
  • Excellent verbal/written communication skills
  • Organized and detail oriented but able to see the “big picture”
  • The aptitude to manage multiple tasks and to negotiate competing priorities


Based upon qualifications and experience. The company also offers an excellent benefits package including health Salary for this position will be commensurate with qualifications and experience. The company also offers an excellent benefits package including health insurance, paid vacation/sick leave/holidays, and 401k retirement plan.

Think you might be a great fit for our team?  Here’s what’s next!

Please email your cover letter and resume to rphillips@viawestgroup.com.

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