Biltmore Farms
Join to apply for the
Property Services Coordinator
role at
Biltmore Farms .
Picture Yourself at Biltmore Farms as part of our tradition of quality and exceptional customer service.
This is a unique opportunity to join the Biltmore Farms team in a key support role. Our employees pride themselves in working for a broader company that is deeply rooted in Asheville. Biltmore Farms is known for cultivating healthy sustainable communities, thriving businesses and an inspiring sense of place while preserving the Vanderbilt family tradition of hospitality since 1897.
Essential Elements The Property Services Coordinator will support the Leasing and Property Services business line of Biltmore Farms. Provide high‑level support to leasing and property management functions by conducting research, preparing reports, handling information requests, storing and organizing tenant information and performing clerical functions such as preparing correspondence, organizing meetings, and tracking data. Provide support for drafting lease proposals, leases, and monthly activity reports.
As a Property Services Coordinator, You Will LEASING SUPPORT
Assist Commercial Leasing Agent in creating Letters of Intent and Proposals, Lease document drafts, and other necessary correspondence to support Commercial Leasing Agent in securing commercial leases in an expedited, timely manner.
Update Lease templates and forms.
Post Opening Charges (Marketing Fee, TIA, and Security Deposits) in Yardi for new tenants.
Update floor plans as needed.
Charge lease fees and broker fees to tenant accounts.
Abstract all leases, renewals, amendments, terminations, and move‑outs.
Set up any new properties or space in Yardi as needed.
Set up new tenants & their requested lease contacts on Commercial Café.
Maintain tenant contact information in Commercial Café when there is a change in leadership, assignment, or termination.
Run Yardi reports and/or audits when necessary for Lease and Property Services Department.
Ensure that Brokers commission worksheet is entered according to commission agreement.
Enter all Leases into Yardi once Commencement Agreements are complete.
Based on estimated Rent Commencement Date: set up rent steps, options to renew if applicable, lease term dates, estimated CAM, insurance, Recovery CAM, taxes, in Yardi.
Enter Renewals in Yardi, along with renewal rent steps, new clauses, any CAM adjustments, and upload required documents.
Maintain and update space listings in CoStar and Catalyst. Coordinate listings for Biltmore Farms website with the marketing team.
Assist Commercial Leasing Agent in preparing and editing the Leasing Status Report.
Maintain physical leasing files in an organized manner.
PROPERTY SERVICES SUPPORT
Assist property management with HVAC and door access systems.
Assist accounting with obtaining monthly tenant sales, as needed.
Track tenants' Certificates of Liability Insurance monthly and contact them to obtain current ones. Update records in Yardi and file copy in lease file.
Maintains building keys, access cards, and access card/key logs for security purposes.
Updates and maintains emergency contact lists and email distribution lists for vendors and tenants.
Coordinates signage and schedules installation for new office tenants.
Assists with tenant notifications on scheduled maintenance/work/inspections, as needed.
Complete administrative tasks for tenant move‑ins and move‑outs.
Maintain tenant emergency contact lists and holiday schedules for office tenants.
Other Clerical/Administrative Support
Maintains confidentiality and professionalism in all situations.
Able to regularly plan, prioritize and organize a diverse workload with the ability to meet deadlines; able to manage team projects as needed.
A proactive approach to problem‑solving with strong decision‑making skills; must be able to meet deadlines in a fast‑paced, quickly changing environment.
Effectively manage team calendars, which includes planning and coordinating internal and external meetings.
Demonstrate prioritization, multi‑tasking, and achievement of deadlines in a rapidly changing office environment. Daily communication with Biltmore Farms leaders, outside lenders, sales teams, attorneys, and vendors.
Understand real estate contracts and review for accuracy per Company guidelines.
Maintain all files (paper and electronic).
Prepares both routine and confidential correspondence, reports, memos, invoices, presentations, and other complex documents.
Reading and analyzing incoming memos, submissions, and distributing them as needed.
Performing office duties that include ordering supplies and managing a records database.
Serves on the schedule for Administrative Assistant rotation providing occasional front‑desk substitute coverage.
Assist with coding invoices.
This job description is a general description of the essential job functions. It is not intended to describe all the duties the position may perform.
Minimum Qualifications
Bachelor's degree in Business Administration, Marketing, Paralegal Studies, Real Estate, or other applicable field of study; AND at least two years of experience in a corporate office environment, or
Two‑year Associate's degree in Business Administration or related field; AND at least four years of experience in a corporate office environment.
Preferred Qualifications
Prior experience with document review and editing.
Prior experience working with commercial leases preferred.
Proven ability to manage projects, work under pressure and consistently meet deadlines.
Experience in fast‑paced environment and proven ability to prioritize multiple responsibilities.
Proven ability to work in a team environment. Strong teamwork skills and a strong ability to offer suggestions and improvements to process and work effectively.
Proficiency in Outlook, Word, Excel, PowerPoint and general knowledge of various systems used for accounting, property management, document management, or commercial leasing.
Knowledge, Skills, Abilities
The ability to use Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat/Illustrator.
Knowledge of contact databases, project management tracking software is a plus.
Must understand the concept of teamwork and be able to demonstrate the skills necessary to support the development and growth of the Company.
High attention to detail and accuracy.
Aggressively anticipate impacts of workload/issues to team deadlines.
Strong organizational, analytical and interpersonal skills.
Maintain an atmosphere of cooperation and openness between all staff.
Must handle all matters in strict confidentiality.
Must have excellent verbal and written communication skills.
Why join our Biltmore Farms?
Outstanding medical, dental, and vision benefits coverage.
Competitive salary.
401(k) retirement plan with employer matching program.
Paid Time Off (PTO) and Holiday pay.
Parental leave with up to 6 weeks available for birth, adoption, and fostering.
YMCA membership monthly discount.
Fun wellness program with annual bonus of up to $600.
Friendly and supportive work environments.
Great career growth opportunities.
Exciting employee events and activities.
For the on‑going safety and well‑being of our employees and guests, Biltmore Farms' onboarding process includes a criminal history disclosure and screening process for employees selected for employment. This process begins after an offer of employment is extended in writing. Final decisions on employment will be treated in accordance with federal, state, and local laws and guidance and determinations will be made on a case‑by‑case basis prior to adverse action. Biltmore Farms is dedicated to matching candidates with a criminal history to a position where they can be successful.
Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. This employer participates in E‑Verify.
#J-18808-Ljbffr
Property Services Coordinator
role at
Biltmore Farms .
Picture Yourself at Biltmore Farms as part of our tradition of quality and exceptional customer service.
This is a unique opportunity to join the Biltmore Farms team in a key support role. Our employees pride themselves in working for a broader company that is deeply rooted in Asheville. Biltmore Farms is known for cultivating healthy sustainable communities, thriving businesses and an inspiring sense of place while preserving the Vanderbilt family tradition of hospitality since 1897.
Essential Elements The Property Services Coordinator will support the Leasing and Property Services business line of Biltmore Farms. Provide high‑level support to leasing and property management functions by conducting research, preparing reports, handling information requests, storing and organizing tenant information and performing clerical functions such as preparing correspondence, organizing meetings, and tracking data. Provide support for drafting lease proposals, leases, and monthly activity reports.
As a Property Services Coordinator, You Will LEASING SUPPORT
Assist Commercial Leasing Agent in creating Letters of Intent and Proposals, Lease document drafts, and other necessary correspondence to support Commercial Leasing Agent in securing commercial leases in an expedited, timely manner.
Update Lease templates and forms.
Post Opening Charges (Marketing Fee, TIA, and Security Deposits) in Yardi for new tenants.
Update floor plans as needed.
Charge lease fees and broker fees to tenant accounts.
Abstract all leases, renewals, amendments, terminations, and move‑outs.
Set up any new properties or space in Yardi as needed.
Set up new tenants & their requested lease contacts on Commercial Café.
Maintain tenant contact information in Commercial Café when there is a change in leadership, assignment, or termination.
Run Yardi reports and/or audits when necessary for Lease and Property Services Department.
Ensure that Brokers commission worksheet is entered according to commission agreement.
Enter all Leases into Yardi once Commencement Agreements are complete.
Based on estimated Rent Commencement Date: set up rent steps, options to renew if applicable, lease term dates, estimated CAM, insurance, Recovery CAM, taxes, in Yardi.
Enter Renewals in Yardi, along with renewal rent steps, new clauses, any CAM adjustments, and upload required documents.
Maintain and update space listings in CoStar and Catalyst. Coordinate listings for Biltmore Farms website with the marketing team.
Assist Commercial Leasing Agent in preparing and editing the Leasing Status Report.
Maintain physical leasing files in an organized manner.
PROPERTY SERVICES SUPPORT
Assist property management with HVAC and door access systems.
Assist accounting with obtaining monthly tenant sales, as needed.
Track tenants' Certificates of Liability Insurance monthly and contact them to obtain current ones. Update records in Yardi and file copy in lease file.
Maintains building keys, access cards, and access card/key logs for security purposes.
Updates and maintains emergency contact lists and email distribution lists for vendors and tenants.
Coordinates signage and schedules installation for new office tenants.
Assists with tenant notifications on scheduled maintenance/work/inspections, as needed.
Complete administrative tasks for tenant move‑ins and move‑outs.
Maintain tenant emergency contact lists and holiday schedules for office tenants.
Other Clerical/Administrative Support
Maintains confidentiality and professionalism in all situations.
Able to regularly plan, prioritize and organize a diverse workload with the ability to meet deadlines; able to manage team projects as needed.
A proactive approach to problem‑solving with strong decision‑making skills; must be able to meet deadlines in a fast‑paced, quickly changing environment.
Effectively manage team calendars, which includes planning and coordinating internal and external meetings.
Demonstrate prioritization, multi‑tasking, and achievement of deadlines in a rapidly changing office environment. Daily communication with Biltmore Farms leaders, outside lenders, sales teams, attorneys, and vendors.
Understand real estate contracts and review for accuracy per Company guidelines.
Maintain all files (paper and electronic).
Prepares both routine and confidential correspondence, reports, memos, invoices, presentations, and other complex documents.
Reading and analyzing incoming memos, submissions, and distributing them as needed.
Performing office duties that include ordering supplies and managing a records database.
Serves on the schedule for Administrative Assistant rotation providing occasional front‑desk substitute coverage.
Assist with coding invoices.
This job description is a general description of the essential job functions. It is not intended to describe all the duties the position may perform.
Minimum Qualifications
Bachelor's degree in Business Administration, Marketing, Paralegal Studies, Real Estate, or other applicable field of study; AND at least two years of experience in a corporate office environment, or
Two‑year Associate's degree in Business Administration or related field; AND at least four years of experience in a corporate office environment.
Preferred Qualifications
Prior experience with document review and editing.
Prior experience working with commercial leases preferred.
Proven ability to manage projects, work under pressure and consistently meet deadlines.
Experience in fast‑paced environment and proven ability to prioritize multiple responsibilities.
Proven ability to work in a team environment. Strong teamwork skills and a strong ability to offer suggestions and improvements to process and work effectively.
Proficiency in Outlook, Word, Excel, PowerPoint and general knowledge of various systems used for accounting, property management, document management, or commercial leasing.
Knowledge, Skills, Abilities
The ability to use Microsoft Word, Excel, PowerPoint, Outlook, and Adobe Acrobat/Illustrator.
Knowledge of contact databases, project management tracking software is a plus.
Must understand the concept of teamwork and be able to demonstrate the skills necessary to support the development and growth of the Company.
High attention to detail and accuracy.
Aggressively anticipate impacts of workload/issues to team deadlines.
Strong organizational, analytical and interpersonal skills.
Maintain an atmosphere of cooperation and openness between all staff.
Must handle all matters in strict confidentiality.
Must have excellent verbal and written communication skills.
Why join our Biltmore Farms?
Outstanding medical, dental, and vision benefits coverage.
Competitive salary.
401(k) retirement plan with employer matching program.
Paid Time Off (PTO) and Holiday pay.
Parental leave with up to 6 weeks available for birth, adoption, and fostering.
YMCA membership monthly discount.
Fun wellness program with annual bonus of up to $600.
Friendly and supportive work environments.
Great career growth opportunities.
Exciting employee events and activities.
For the on‑going safety and well‑being of our employees and guests, Biltmore Farms' onboarding process includes a criminal history disclosure and screening process for employees selected for employment. This process begins after an offer of employment is extended in writing. Final decisions on employment will be treated in accordance with federal, state, and local laws and guidance and determinations will be made on a case‑by‑case basis prior to adverse action. Biltmore Farms is dedicated to matching candidates with a criminal history to a position where they can be successful.
Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. This employer participates in E‑Verify.
#J-18808-Ljbffr