Tenant Services Coordinator

About the role

DivcoWest is seeking a Tenant Service Coordinator to join our commercial property team in managing a portfolio of properties in the Silicon Valley region of the San Francisco Bay Area.

Responsibilities

• Welcome visitors and clients in a professional, courteous, and helpful manner.
• Operate CISCO multi-line phone system effectively. Screen and/or forward calls to appropriate staff.
• Act as liaison between tenants and PM/SPM for property related issues.
• Dispatch service calls, enter the work order software, Prism (Building Engines), and follow-up to ensure satisfactory completion.
• Draft tenant memos and letters.
• Schedule any maintenance required for office machines and computers.
• Schedule and coordinate meetings / special events, as requested.
• Order office and building supplies, business cards and stationery.
• Arrange courier, reprographics retrieval pick-ups.
• Order hospitality supplies and keep a well-stocked kitchen/refrigerator.
• Produce vendor repair agreements, maintain vendor’s files, supervise vendors as requested and monitor vendor insurance.
• Assist in maintaining contacts lists and emergency information, hard and soft copy tenant and other property files.
• Review and manage Certificates of Insurance for vendors and tenants via Building Engines.
• The individual for this position should be comfortable working and contributing to a team environment, enjoy being in a busy environment where new and complex transactions occur and interact with people at various levels within and outside the organization.
• Assist Property Manager with monthly accounting re-classes and accruals.
• Scan, enter and code invoices in Nexus Payable invoice processing system. Prepare necessary check requests; input related data and processing within established guidelines.
• Research and respond to internal and external inquiries.
• Research invoices and payments to insure timely and accurate payment.
• Follow up on all delinquencies via MRI. Obtain aging report for property manager and deliver standard tenant correspondence to address delinquencies.
• Aid in tenant ledger adjustments.
• Review monthly rent edits.

Qualifications

• 4-year college degree preferred.
• 2 years administrative, clerical, accounting, or tenant services/customer relations experience.
• Prior experience working in the property management, commercial real estate, or financial services industries preferred.
• MRI, Building Engines and Nexus or similar systems experience preferred.
• Understanding of general accounting and financing is a plus.
• Working knowledge of accounts payables, receivables, and expenditure is desired.
• Experience with data entry, basic reporting, filing, answering phones, scheduling, excellent verbal, and written communications skills are a must.
• Great telephone skills; pleasant and courteous; excellent customer service.
• Present a professional, positive image that reflects well with the organization.
• Reliable and punctual.
• Excellent computer skills, including proficiency in Microsoft Office Products (Excel, Word, Outlook and PowerPoint).
• Ability to work independently and within a team to build relationships and interact effectively with all members of the company.
• Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload to meet property and client needs.
• A desire to work within a diverse, collaborative, and professional environment.

Physical Demands

• While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information;
• operate a computer and other office productivity machinery;
• move about the workplace;
• remain in a stationary position for extended periods;
• extend hands and arms in any direction.

Compensation

$55,000-$70,000 Annual bonus opportunity
Full benefits 401k match
Flexible vacation policy
Weekly lunch stipend