Asset Management Coordinator Full Time

Hillwood Investment Properties (HIP) is seeking an Asset Management Coordinator to join our growing team in Dallas, Texas. This role serves as a central coordination point across markets, supporting alignment, accountability, and disciplined execution of asset-level strategy across the portfolio.

The Asset Management Coordinator partners closely with Acquisitions, Development, Market Leadership, Property Management, Asset Management, Debt, and Operations teams to support proper asset onboarding, monitor risk, and maintain consistent execution throughout the asset lifecycle.

The role supports assets from acquisition and transition through leasing, budgeting, compliance, and disposition by managing reporting, workflows, and cross-functional coordination. Success in this role requires strong attention to detail, proactive communication, sound judgment, and the ability to manage recurring deliverables across multiple systems and stakeholders.

Responsibilities:

Asset Transitions & Transactions:

• Coordinate the transition of newly acquired or developed assets from Acquisitions and Development to Market Leadership and Property Management teams.
• Prepare and distribute transition materials, track post-closing items, and support operational readiness.
• Partner with Market Leaders and Disposition teams to track, escalate, and resolve property level issues.

Leasing, Tenant & Market Coordination:

• Coordinate with Property Management on tenant move-ins and move-outs, confirming completion of required operational steps.
• Coordinate lease announcements and tenant welcome materials with Marketing, where applicable.
• Monitor lease expirations on a monthly basis and distribute reporting to Market teams to support renewal and re-tenanting strategies.
• Track compliance with critical lease provisions, including renewals, terminations, ROFR/ROFO provisions, and security deposits, supported by system-based reporting tools.
• Coordinate with valuation, market and analyst teams to monitor market conditions, including rental rates, concessions, and cap rate trends.
• Monitor tenant-related news and share relevant updates with internal teams on a recurring basis.

Financial Planning, Budgeting & Forecasting:

• Ensure annual budgets are entered accurately into systems, flag inconsistencies, and notify Market Leaders when budgets are ready for review.
• Forecast and re-forecast portfolio performance on a semi-annual basis in JDE.
• Compile inputs from Market Leaders and Property Managers to develop and maintain five-year capital plans aligned with asset strategy.

Debt, Compliance & Governance:

• Coordinate with the Debt team to confirm loan covenants, earn out compliance and monitor other lender requirements using QuickBase checklists and reporting.
• Ensure compliance with all asset-level reporting and documentation requirements related to financing structures and joint ventures.

Tax, Insurance & ESG Oversight:

• Partner with internal tax teams, consultants, and valuation partners on annual property tax appeals
• Support annual insurance reviews in coordination with Operations, including coverage analysis and compliance tracking.
• Maintain insurance documentation, track compliance, and support claims coordination as needed.
• Support sustainability and ESG initiatives by coordinating with internal partners, tracking initiatives, and maintaining documentation.

Reporting, Reviews & Issue Management:

• Schedule and prepare materials for quarterly asset review meetings with Regional and Market Leadership, Property Management, Dispositions, and Operations teams.
• Produce quarterly asset summaries addressing leasing activity, tenant risk, accounts receivable performance, tax and insurance matters, compliance items, and key risks or action items.
• Track follow-up items and support accountability across teams.

Required Skills and Abilities:

• Strong written and verbal communication skills with the ability to engage effectively across functions and seniority levels.
• Demonstrates professionalism, integrity, ethics, strong work ethic, adaptability, and sound judgement.
• Highly organized, detail-oriented, and capable of managing multiple priorities and recurring deliverables across dynamic, cross-functional environments.
• Collaborative, strategic, and market-savvy thinker with solid business acumen and the ability to address complex challenges.
• Analytical mindset with the ability to identify risk, inconsistencies, trends, and proactively implement solutions.
• Solid understanding of commercial real estate asset management, leasing, property operations, and financial concepts.
• Able to work independently, prioritize effectively, and follow through on commitments.
• Demonstrates respect for others, fosters respectful relationships, and promotes inclusivity across teams.
• Proficient in Microsoft Office (Excel, PowerPoint, Outlook); familiarity with AI tools (e.g., Microsoft Copilot, ChatGPT), JDE, QuickBase, and property management systems preferred.

Education and Experience:

• Bachelor’s degree in Real Estate, Finance, Business, Economics, or a related field required.
• Minimum of 2–5 years of experience in commercial real estate asset management, property management, leasing, or related roles.
• Experience supporting multi-market or institutional real estate portfolios preferred.
• Familiarity with budgets, forecasting, capital planning, lease administration, and lender compliance strongly preferred.

Source: Hillwood Career Page

Tagged as: Development Firm, REPE Firm