What are the responsibilities and job description for the Tenant Services Coordinator position at Bulfinch?
Role Responsibilities:
- Under the guidance of the property manager, take the lead on tenant relations within the portfolio, including but not limited to:
- Coordinate and communicate with tenants.
- Promote the properties and assist with planning and executing tenant events.
- Establish and maintain positive relationships with tenants to support retention.
- Provide high-quality customer service and respond promptly to tenant requests.
- Manage and follow through on tenant work order requests in Yardi, ensuring timely resolution.
- Maintain a working knowledge of tenant lease terms and obligations.
- Perform financial functions such as assisting in the budgeting process, maintaining budgets, communicating and explaining budgeting variances on a monthly basis, processing vendor invoices, aiding in the preparation of accruals and reforecasts, and executing accurate and timely tenant billing.
- Assist the Property Managers, Facility Managers, and Senior Vice President in engaging and reviewing vendors, and conducting annual evaluation of vendors and contracts.
- Provide project and property management support to Property Manager, Engineers, and Field Operations Team by scheduling contractor work, communicating property and company protocols to vendors, expense tracking, and maintaining vendor COIs to ensure compliance
- Assist with the oversight and management of any capital or tenant improvement projects
- Assist Property Managers, Facility Managers, and Senior Vice President with compiling and tracking property level Utility and Sustainability information to support Company and Partner metrics and initiatives
- Own administrative tasks, including but not limited to producing, modifying and /or distributing various contracts, spreadsheets, manuals, information packages, vendor and emergency contact lists and miscellaneous deliverables
- Maintain tenant manuals, safety procedures documents, and tenant contact information to ensure data is always up to date
- Ensure all outgoing communications adhere to the branding and communications policies of the firm and institutional partners
- Assist with office administration such as ordering supplies, maintaining files, etc.
- All other projects, as assigned
