Tenant Services Coordinator

Job Summary:

Tenant Service Coordinators are front line representatives of the Company and are responsible for receiving, logging and dispatching tenant’s requests for service in an efficient, friendly, and responsible manner. The Tenant Services Coordinator must be capable of accurately conveying the tenant’s needs to the Property Managers and Maintenance Personnel. All responsibilities should be performed in a manner consistent with RXR’s Core Values as well as the building’s business plan.

Responsibilities: 

• Tenant Hospitality:

• Demonstrate that “tenant satisfaction comes first” through excellent communication and customer service skills and a willingness to “go the extra mile” to satisfy a tenant’s request for service.   
• Develop a good working knowledge of the building and its amenities.  
• Maintain a pleasant and friendly attitude and excellent interpersonal skills.

• Administrative Duties:

• Prepare memos, letters, and welcome packages for tenants and vendors as needed.  
• File and send Insurance Certificates for tenant move ins/outs and contractors; create and update insurance spreadsheet for quick references of expiration dates.  
• Maintain and update tenant directory as well as building permits, inspections and emergency vendor lists.
• Coordinate vendor access to tenant spaces.

• Financial Responsibilities:
• Process invoices, track purchase orders and update monthly accruals.  
• Assist in preparing monthly variance, accruals, and budgets for the asset report.
• Track all building and tenant utilities for billing and asset reporting.

• Building Management:

• Receive tenant calls, log them into the work order program, and contact maintenance personnel or contractors as needed.
• Coordinate building needs with Tenants, such as interior/exterior window cleaning.
• Coordinate Tenant needs within the building such as freight elevator reservations or conference room set up.

• Tenant Safety:

• Coordinate access control system. 
• Coordinate Fire Extinguisher inspection for Tenants and Building and maintain Fire Life Safety Floor plans.
• Notify security of daily construction activities at the Property.    
• Keep the Tenant emergency contact list up to date.

Qualifications:

Top Competencies

Professionalism: Hospitality-minded, resilient, flexible, positive, goal-oriented, accountable and reliable.

Communications: Builds relationships with tenants, vendors, and colleagues; team player, demonstrates self-awareness. Problem solver. Effectively conveys information (verbal and written), in a timely fashion, with a clear understanding of needs and communication styles of each stakeholder.

Computer Skills: Excel, Monday.com, AVID, Kardin, Watchwire, Worxwell, ANGUS, Yardi, Concur, Utilivisor, Cove

Office Administration: Proactive, prioritizes work effectively to meet commitments and manage the office. Able to manage multiple tasks and projects with accuracy.

Problem Solver: Navigates complex, and potentially contradictory, information to effectively assess issues and solve problems. Asks the right questions to analyze situations.

Knowledge Areas

• Property Management Software (Cove) preferred
• Microsoft Office Suite, especially Excel required
• Project Management Software (Monday.com) preferred

Experience and Education

• Experience in a customer facing position preferred
• College degree preferred