CAREERS

operations coordinator

Location: Bok, 1901 S. 9th Street, Philadelphia, PA 19148

Experience: 3 years minimum
Salary: Commensurate with experience and includes a competitive benefits package
Start Date: June 2021

ABOUT SCOUT and BOK

Scout is the urban design and development practice currently leading the redevelopment of the iconic Bok building in South Philadelphia into a creative hub for innovators, artists, makers, entrepreneurs, and community services. Today the 340,000 square foot building is filled with over 200 businesses, makers, nonprofits and artist and draws over 250,000 visitors annually for events, food & beverage options, and programming within the building. The scale of the building means there is the ability to accommodate a wide span of users in spaces ranging from 200 square feet to 25,000 square feet. Businesses range from non-profits, bakeries and test kitchens, architects and lawyers, designers and photographers, artists and craftspeople, musicians, a hair salon, a pre-school, to a community health clinic and beyond. At our core we are urbanists who believe that atypical spaces require atypical approaches. We examine the pre-existing constraints and opportunities and use these as the framing for new possibilities to emerge in resourceful, creative, and unexpected ways. With a mix of expertise — from design and planning to project management and community engagement — we are interested in non-traditional development and bringing old buildings back to life. For more information, please visit www.buildingbok.com and www.scout-ltd.com.

POSITION OVERVIEW

Scout is looking for a detail-oriented, personable and highly professional Operations Coordinator to join our team at BOK. The position will work closely under our Director of Leasing & Marketing and Director of Operations to ensure that BOK’s leasing goals and building operations objectives are well supported.

CORE RESPONSIBILITIES

  • Support Director of Operations to ensure the safe, economic and effective operation of the building by:

    • tracking administrative renewals such as permits, certifications, and inspections

    • reviewing security and access control systems and related equipment on a quarterly basis

    • coordinating data collection, analyzing results and generating reports related to building occupancy and demographics as required for financing (e.g. annual NMTC reporting) and otherwise

    • triaging ad-hoc maintenance requests and supporting resolution of issues

    • overseeing building signage to support tenant and visitor navigation through the building and to provide property management-related updates

 

  • Support Director of Leasing & Marketing and team with tenant relationship management and leasing program and goals by:

    • responding to prospective tenant leads, gathering and providing info to determine if BOK is a good fit for leads’ businesses; giving tours of spaces available for lease and providing info needed for decision making  

    • drafting lease proposals and lease agreements

    • tracking current tenant lease terms and drafting lease renewal agreements

    • assisting with tenant onboarding and move-out processes, including updating and maintaining accurate property management software records and hardcopy files 

    • compiling and analyzing data for monthly reporting (rent roll, maintenance-related issues, turnover, events income, etc.)

    • keeping the tenant community informed by sending building notices and alerts as needed and scheduling and facilitating quarterly “community chats” to provide project updates to the tenant community

    • managing distribution of relevant surveys; analyzing results and providing reports

    • fielding general questions and requests and coordinating any required follow-up

    • coordinating with Marketing & Communications Manager to develop leasing materials as needed

REQUIREMENTS

Scout is a small, entrepreneurial, energetic team and therefore looking for someone who appreciates a fast-paced, start-up work environment and has the ability to remain highly organized and maintain a friendly demeanor and positive attitude in such a setting. Requirements include:

 

  • A minimum of three years’ relevant work experience; previous operations, property management, leasing, communications and/or administrative experience is strongly preferred.

  • Strong customer service skills, a highly personable demeanor and the ability to take a hospitality-driven approach in engaging and working with a variety of internal and external community members — from tenants to neighbors to contractors to utility suppliers and beyond — and diverse personality types.

  • Exceptional verbal and written communication skills and comfort with presenting in front of groups.

  • A serious eye for detail and keen observation skills.

  • Reliable, pro-active and self-directed to take action and resolve problems with care, confidence and tact.

  • Sound judgment and ability to deal effectively with matters of a confidential nature.

  • Experience with the following software and platforms is required: Microsoft Excel and Word, CRMs (like Insightly, Salesforce or otherwise), Squarespace and Wix, email marketing platforms (like Mailchimp) 

  • Familiarity with Adobe Illustrator and InDesign is preferred

  • Any design, data visualization and/or photography skills are a plus!

COMPENSATION

Salary is commensurate with experience. Scout provides a competitive benefits package, including vision and dental coverage, partner coverage, paid maternity and paternity leave and simple IRA matching. Scout offers 20 days of vacation per year for all staff, in addition to 10 government recognized holidays. We also offer paid time off for voting and other civic duty and host team happy hours and occasional team “field trips” to visit other relevant projects. We work hard, but we like to have balance too!

TO APPLY

To apply, send a cover letter, resume and salary expectation as well as three professional references with “Operations Coordinator Application” in the subject line to liz@scout-­ltd.com. Only applicants who provide all required materials and submit through the proper channel will be considered. Applications will be considered on a rolling basis with the ambition of filling the role in June 2021.

As a company and community, scout embraces and celebrates diverse cultures, perspectives, backgrounds, and opinions. Scout is an equal opportunity employer and does not discriminate against any applicant or employee based on race, color, gender, religion, physical ability, age, nation of origin, sexual orientation, gender identity or expression, or veteran status.