Tenant Services Coordinator

Cannon Hill Capital Partners (“CHCP”) is a vertically integrated real estate investment management company that owns and manages a portfolio of approximately 10 million square feet across urban in-fill areas of the Northeast and Mid-Atlantic U.S. The Company pursues a diversified investment strategy incorporating office, life science, industrial, multi-family and unentitled land properties, as well as distressed situations of all property types.

About the role

The Tenant Service Coordinator serves as the first point of contact for all tenants and guests of the Management Office, providing primary administrative support to the Property Manager and Assistant Property Manager. This role acts as a liaison between tenants and building staff.

Responsibilities

• Opens management office for business on a daily basis and provides coverage to the reception desk.
• Greets guests and maintains a professional front-office presence.
• Develops and maintains filing systems for general building, lease, vendor, and contract files.
• Maintains building calendar and processes use requests from tenants and affiliated contacts (e.g., Four Seasons Hotel).
• Updates and distributes emergency information lists to team members.
• Updates lease files with amendments and other lease-related documents.
• Maintains office equipment leases and coordinates timely repairs.
• Manages certificates of insurance (COI) for tenants and vendors; receives COIs for non-contracted vendors on behalf of tenants.

Financial – Accounts Receivable

• Submits monthly requests to the property accountant to apply all pre-pays to charges at the beginning of the month.
• Interfaces with cell site administrators to resolve agreement and billing issues.

Financial – Accounts Payable

• Processes all invoices, sets up contract vendors on a recurring cycle, and runs vendor history and GL reports.
• Communicates with vendors and routes invoices for approval.
• Runs quarterly GL reports and Vendor History reports for reference.

Financial – Tenant Billbacks

• Prepares monthly export reports and tenant billback invoices.
• Sends tenant statements with backup via email and regular mail.
• Sets up all tenants and subtenants in the system with lease IDs for billback purposes.
• Submits adjustment forms for non-exported billbacks to lease administration.
• Provides utility and tenant billback accruals to property accountants.

Financial – Other

• Assists with budget preparation by requesting vendor information on proposed increases and projecting expenses.
• Supports OPEX and reconciliation processes and prepares letters to tenants.

Operations

• Responds promptly to tenant work order requests and tracks resolution.
• Forwards out-of-the-ordinary requests to engineers, security, or janitorial staff.
• Prepares purchase orders and standard form contracts for vendors and suppliers as directed.
• Administers access requests by tenants, vendors, and contractors.
• Monitors recycling/composting levels and initiatives, coordinates with vendors on service issues, and establishes composting programs.

Tenant Services

• Serves as the primary point of contact for tenants and visitors.
• Communicates with tenants regarding power shutdowns, maintenance work, building holidays, and events.
• Acts as a liaison between tenants, engineering, security, janitorial staff, and vendors.
• Sends email notices and creates posters for tenant events (holiday events, tenant coffees, ice cream socials, etc.).
• Organizes tenant charity events (food drives, blood drives, nonprofit fairs).
• Welcomes new tenants and provides information on building systems and general building details.
• Contributes to the Quality Tenant Service program, supporting tenant-related activities to achieve high satisfaction scores.
• Assists in managing the tenant move-in/move-out process to minimize disruption.
• Maintains hard and soft copies of tenant contacts, after-hours contacts, and tenant accounting contacts.
• Updates the property website with relevant content.

Requirements

• 1-2 years of related work experience in a similar role preferred.
• Strong computer skills, including proficiency in Microsoft Office/Word.
• Excellent prioritization, organization, and multitasking abilities.
• Strong administrative, time management, and phone skills.
• Customer-oriented with excellent oral and written communication skills.
• General understanding of financial management, including accounts payable and receivable.

Pay

The salary range for this position is $65,000 to $75,000, depending on work experience and other factors. An annual performance-based discretionary bonus opportunity is available.

Benefits

• Comprehensive medical, dental, and vision plans.
• 401k retirement plan.
• Paid time off.