Tenant Services Coordinator

TENANT SERVICES COORDINATOR

JOB DESCRIPTION

Reports To: Property Manager

Payroll Classification: Administration

Job Status: Exempt

SUMMARY:

The primary responsibility of this position is to develop and maintain a solid level of communications with the building tenants ensure that all tenant service calls are dispatched and addressed appropriately while maintaining all leasing, accounting, and property files (i.e. service agreement, central files, etc.) on site.

Essential duties and responsibilities include the following. Other duties may be assigned.

I. TENANT RELATIONS AND ADMINISTRATION

Acts as a point of contact for tenant service calls, requests and issues. Directs requests to the appropriate staff or contract service for resolution including engineering, maintenance, cleaning mechanical and vendors. Is responsible for issuing and obtaining approvals for tenant work requests.

Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact lists, emergency contact lists for staff, tenants, vendors and neighboring buildings.

Update and maintain Tenant Warden lists, emergency manuals, maintaining training records and retention of forms and certifications.

Coordinate the preparation of tenant welcome package and letter for Property Manager’s signature and coordinate all move-in/move-out activities.

Schedule and conduct Tenant Orientation training for new tenants.

Maintain and track all incoming service requests within Angus Property Management System and verify they are addressed timely. Follow up with tenant using the ZRG Customer FIRST! Initiative. Provide feedback to Property Manager when expectations have not been met.

Modify and revise as necessary the tenant/occupant move/in handbook while first maintaining approval from Property Manager.

Responsible for maintaining Service Agreement, Lease Files and Central files. This includes filing, organizing and creating files as necessary.

Utilize e-mail and other communication necessary to effectively communicate building information to all occupants of the property.

Maintain and track use and reservation of all conference room/auditorium and other amenities within the property, if necessary.

Prepare move-out reconciliation form for Property Manager’s approval to remove vacating tenants from computer system, directories, access system, etc.

Maintain security access system, if applicable, issue security/access cards per tenant authorizations. Communicate concerns of security to Property Manager.

Order all building standard signage as requested by tenants.

III. ACCOUNTING FORMS/EOUIPMENT

Maintain inventory of invoices, payroll records, coding and approval stages, purchase orders, bill locks, stationery, office supplies, forms, and Special Service Orders, etc.

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

One to two years related experience or equivalent combination of education and experience.

Ability to use Microsoft Word, WordPerfect, Excel, e-mail, and the internet to supervisor’s expectations. Ability to learn new software (i.e. Angus, Yardi, etc.) as required.

Ability to use office equipment such as copiers, calculators and FAX machine.

Excellent verbal, communication and organizational skills.

Ability to produce an accurate work product.

Financial aptitude.

Detailed oriented.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and use hands and fingers to handle or feel objects and operate office equipment. The employee is frequently required to talk, hear, stand, walk and reach with hands and arms. The employee may occasionally lift and/or move up to 10 pounds.

The employee is regularly required to travel from floor to floor within the building