Tenant Service Coordinator

Tenant Support

• Administer the tenant system (Angus), including dispatching work orders, training tenants and employees, and monitoring reports and completion of work orders.
• Respond to all tenant requests and calls, determine urgency, prepare work orders, and consult with property management as necessary.
• Respond to and enter tenant requests received outside of the tenant system.
• Monitor work order completion times and escalate as necessary.
• Cook up and coordinate the day-to-day tenant communications, including after-hours memo notifications of evening contractors, etc.
• Log completed work orders and follow-up on tenant requests to ensure satisfaction.
• Assist in creating the move-in packages for property management to distribute.
• Afford assistance in fostering long-term relations with tenants.
• Maintain current tenant contact list with emergency contacts.
• Coordinate with tenants on scheduling the vendor service dates and times.
• Manage conference room scheduling and maintain the appearance, setup, supplies, food, beverage, etc.

Contract Administration

• Assist property management in preparing vendor contracts by setting up property templates, ensuring all required documentation is received, and drafting contracts for services in the building.
• Route contract for execution and communicate the status of contract between the vendor and property management.
• Afford assistance in record keeping according to policy.

Reporting

• Afford assistance in pulling reports from the tenant system.
• Review reports from tenant system with Assistant Property Manager and/or Property Manager to ensure tenant metrics are being met.
• Maintain and update security access database, which includes programming the cards and generating monthly access reports.

Other

• Greet and host all visitors and answer the reception phone.
• Provide administrative support for Regional Manager, General Manager and/or Property Manager by typing general correspondence, preparing expense reports, etc.
• Afford assistance in office filing.
• Order and maintain office supplies.
• Maintain appearance of the office.
• Open, sort, and date stamp incoming mail.
• Monitor radio communications and forward significant issues to property management.
• Afford assistance in troubleshooting issues related to the network, printers, scanners, etc.