What are the responsibilities and job description for the Tenant Services Coordinator position at Bulfinch?
Bulfinch is a third-generation commercial real estate firm specializing in the acquisition, development, management, and repositioning of commercial properties in Greater Boston. Since 1936, Bulfinch has taken a unique approach to creating value in commercial real estate and has successfully evolved and adapted to industry changes and the needs of all our stakeholders. The firm was founded on a commitment to our employees and the culture we began cultivating 85 years ago embodies our entrepreneurial spirt and sense of family.
The heart of Bulfinch is our people. We are committed to the individual growth and development of our most important asset - our team members. Bulfinch offers top-tier benefits and career-enhancement opportunities to all employees. We celebrate diversity and are committed to creating an inclusive environment for all employees. Bulfinch is proud to be an Equal Opportunity Employer.
EOE Statement: We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.
Description 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
Position Requirements:
- Must be on various sites daily.
- Requires frequent local travel between properties up to a 20-mile radius
- Ability to adhere to institutional partners’ policies and requirements regarding initiating the RFP process, evaluating potential vendors, and performing due diligence
- Externally focused role requires collaboration and strong commitment to tenant and investor expectations.