TENANT SERVICES COORDINATOR
This position’s primary responsibility is to provide administrative and operational support for the effective running of the management office and the commercial property.
Functional Responsibilities:
- Primary point of contact with Tenants from lease signing through end of lease term, maintaining Tenant contacts and emergency response information, inclusive of Tenant communications in facilitating memorandums and notices
- Provide Tenants with required documentation, welcome packages, etc.
- Maintain Workspeed, our Tenant work order request system
- Monitor and maintain Tenant and Vendor COI compliance
- Follow up with building property staff to confirm that Tenant requests/complaints are promptly addressed.
- Ensure that the ABM and BM are aware of any issues occurring in the building including any issues with building contracted staff.
- Ensure that our Tenants are treated like customers and that their needs receive proper attention and a timely response.
Administrative Responsibilities:
- General office responsibilities including answering of the phones, mail handling, maintaining office supplies, greeting visitors to the Property Management Office, and arranging building related functions
- Schedule meetings, events and use of common area conference rooms as required
- Generate, code and enter POs and invoices using Ivalua (under direction of PM, Construction Manager & Controller)
- Work with PMs to ensure Tenant charges and bill backs are correct and promptly billed back via Tenant work order request system; Workspeed
- Create new Tenant and Vendor files as needed (hard copy & Shared-Drive)
- Maintain complete and accurate property records, update building operations manuals monthly
- Other tasks as delegated by Senior Management, Building Manager and Assistant Building Manager
Essential Skills:
- Demonstrate ambition, capability and potential to move to next level within the Company and be a Team Player
- Ability to effectively listen to co-workers, Tenants and vendors and respond to their requests or inquiries
- Exceptional verbal and written communications
- Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Etc.)
- Familiar with Yardi, Workspeed and Ivalua preferred.
Other Skills/Requirements:
- Bachelor’s degree required
- Minimum 2 years of experience in Commercial property management or real estate
- Communicate effectively one on one and in groups
- Facilitates conflict discussion and resolution, minimizes recurrent conflict
- Able to relate well to all people regardless of personality and background
- Ability to communicate effectively with Senior Management
- Develop and maintain excellent Tenant relationships
- Continually demonstrates initiative
- Excellent organizational and time management skills
- Must be reliable, flexible, and versatile
