In cooperation with the Property Management Staff, the Tenant Coordinator works to meet the tenant service needs of the building and the management and administrative demands of the management office.
Job Responsibilities:
Tenant Relations
Answer tenant questions via phone and email
Draft tenant letters and email communications
Distribute new tenant move-in information and coordinate new tenant meetings
Coordinate building services on holidays
Communicate with staff on special needs of tenants, following up with building staff to ensure completion
Schedule and coordinate building events (i.e., fire drills, tenant welcome events, tenant holiday gifts)
Maintain tenant contacts lists
Maintain emergency contact lists
Maintain certificate of insurance files for tenants, tracking dates and coverages
Maintain lease files, create new files as needed
Maintain and assist with visitor schedule for the building including broker tours, construction work, and tenant requests.
Administrative
Answer phone in a professional manner providing answers when possible and transferring calls or taking messages as needed
Open, stamp and distribute mail
Prepare and send all outgoing mail and packages
Process new vendor requests
Code invoices and enter in Yardi or similar Property Management Software
Prepare and email tenant rent statements
Input tenant receipts in MRI or similar Property Management Software
Coordinating vendor after-hours access, verifying proper insurance coverages and communicating all information to building staff
Maintain certificate of insurance files for vendors, track dates and coverages
Maintain, create and review files, move files to storage as needed
Assist with compiling monthly reports
Assist with collecting and populating annual budget data
Communicate with and coordinate vendors for service requests
Job Qualifications:
High school diploma required
Some Accounts Payable & Accounts Receivable experience a plus
Commercial property management experience a plus
Advanced communication skills both oral and written
Strong organizational skills and attention to detail
Self-starter, able to manage multiple projects under pressure
Ability to work efficiently as a team member, dealing with coworkers and clients at all levels and disciplines
Ability to work independently
Ability to occasionally work flexible hours which may exceed 8 hours per day or 40 hours per week
Personable and friendly demeanor in person, on phone and in email
Proficient knowledge of Microsoft Office, including Word, Excel and Adobe
Ability to gain proficient knowledge of other software programs as required