Tenant Services Coordinator

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