Tenant Coordinator

Assists the Property Management Division in the areas of tenant relations, administration and property operations.

Responsibilities:

• First point of contact for tenants and vendors who enter the Management office. As needed, escalate issues to Property Manager or Senior Property Manager.
• Communicate with building tenants, retail tenants, and COA regarding all that occurs on the property including, maintenance projects, events, and parking rules/regulations
• Maintain lobby digital directories
• Assist with scheduling and coordinating tenant and property events and activities including seasonal and holiday décor
• Schedule lights and after-hours HVAC as needed
• Distribute all new move-in information to tenants upon lease execution and arrival in building
• Coordinate new tenant move ins/outs
• Order new tenant welcome gifts
• Plan bi-annual Retail Tenant meeting
• Assist with maintaining files for property staff
• Sign keys in/out for vendors
• Maintain property, tenant, vendor, and contact listings for Property Management
• Maintain updated Certificates of Insurance, W-9 Forms, and Emergency contact(s) for each vendor
• Perform annual tenant certificates of insurance audits
• Maintain tenant A.M. Best Ratings and OFAC checks in accordance with tenant certificate of insurance requirements
• Maintain building card access system
• Assist with scheduling maintenance for the buildings
• Assist with processing invoices for payment and maintain a schedule of invoices due per the accounting calendar
• Maintain information as required for accurate use of work order system; create work orders, close out completed work orders in the system
• Assist in the preparation of third party documents; service/vendor contracts; construction contracts; and project documents
• Coordinate signage requirements and signage vendor for all signage needs
• Coordinate and communicate all scheduling of the loading dock for tenants, Property Management, and Engineering teams
• Recommend and plan approved marketing events
• Handle mail daily and ensure mail on Monday is obtained as early as possible so invoices can be completed and to corporate Tuesday a.m.
• Copy all invoices prior to submitting to accounting and filing copies
• Maintain and order office and kitchen supplies
• Complete other duties as assigned

Desired Competency, Experience and Skills:

• High school diploma; degree from four-year college or university a plus
• Two or more years of related experience and/or training required
• Strong interpersonal skills; ability to maintain professionalism in a sensitive environment
• Strong organizational skills; detail oriented
• Excellent communication to effectively and clearly communicate with tenants, vendors, employees, and visitors
• Proven record of providing excellent internal and external customer service
• Ability to be flexible to handle multiple and changing priorities; sense of urgency
• Ability to manage a large workload
• Ability to work independently and in a team environment
• Ability to take direction from multiple sources
• Ability to grasp issues/assignments quickly
• Self-motivated with excellent time management and organizational skills; ability to meet deadlines and balance workload during cyclical periods
• Ability to work in an open work environment
• Ability to maintain a proactive approach and a readiness to handle Client concerns and processes as well as unexpected emergencies
• Knowledge of office administrative duties including the operation and trouble-shooting of typical office equipment
• Must be able to read and write English in order to understand manuals, procedures, and to write reports
• Excellent working knowledge of MS Office (Word, Excel and Outlook) and work order database