Tenant Services Coordinator

TENANT SERVICES MANAGER

A prestigious and successful commercial real estate owner/operator seeks a Tenant Services Manager to help oversee operations of two Class A office buildings in Harlem, New York City.

The Tenant Services Manager is responsible for assisting the building manager with the timely completion of day-to-day operational items at the assigned properties and serving as tenant liaison in the building to maintain a high level of tenant satisfaction.

Principal Duties & Responsibilities

Operations

• Code and track invoices in AP system.
• Coordinate, track and facilitate the execution of tenant work orders with building staff and 3rd party vendors.
• Prepare monthly manual billing forms for tenant services, utilities and other charges.
• Process and prepare monthly rent statements including uploading statements to the tenant portals as required.
• Prepare monthly AR update and regularly review AR to follow up/respond to the appropriate tenant contacts.
• Ensure that certificates of insurance for tenants and contractors are accurate and in compliance.
• Update and file all documents for Vendors and Tenants and ensure that contract and lease administration files are accurate and up to date.
• Upload monthly utility bills to energy tracking system and keep track of monthly building utility bills and tenant submeter billing.

Tenant Relations

• Work closely with tenant representatives to facilitate tenant operation while ensuring compliance of the building guidelines and operating procedures, including the issuance of building ID cards.
• Arrange, coordinate, and attend new tenant orientation meetings to review tenant welcome package, move-in requirements, general property information, rules & regulations etc.
• Manage tenant move-in/move-outs to include certificates of insurance, signage, move management, closeout, and inspection.
• Send regular correspondence to tenants for scheduled building services and events.

General

• Provide support to ensure smooth operation of the Property Management Office.
• Work closely with the Property Accountants and lend support as needed.
• Prepare general correspondence and memos.
• Maintain a working knowledge of Company databases and information/reporting tools.
• Work with the Leasing broker to facilitate showings, ensure that vacant space is in showable condition and respond to any operational questions.
• Coordinate and plan tenant relation functions, events, and promotions.

Requirements and Qualifications:

• BA/BS degree in business administration, real estate or related field required.
• 2 to 5 years of property management experience preferred.
• Working knowledge and understanding of operating costs, budgeting and related expense control preferred.
• Demonstrated proficiency with Microsoft Office applications and Yardi. Working knowledge of Yardi PAYscan and Prism is a plus.
• Ability to organize and coordinate work efficiently and to set priorities in a demanding work environment.
• Excellent verbal and written communication skills.
• Excellent interpersonal skills.
• Ability to work autonomously and as a productive member of a team.
• Notary Public License a plus.