The Tenant Service Coordinator is responsible for providing administrative and clerical support related to tenant services across a city-wide portfolio, while also assisting property management with other routine tasks. Key duties include answering the reception phone, addressing tenant requests, managing contract administration, and overseeing the tenant work order system. As the frontline of customer service, this role will track trends in tenant work orders and ensure that service request metrics are met.

Tenant Support:

• Manage the tenant system (Angus), including dispatching work orders, providing training to tenants and employees, and overseeing work order completion and reporting.
• Address all tenant requests and calls, assess urgency, prepare work orders, and collaborate with property management as needed.
• Handle and enter tenant requests received outside of the tenant system.
• Track work order completion times and escalate issues as required.
• Coordinate day-to-day tenant communications, including after-hours notifications and contractor schedules.
• Record completed work orders and follow up on tenant requests to ensure satisfaction.
• Assist in preparing move-in packages for distribution by property management.
• Oversee the tenant relations program.
• Help build and maintain strong, long-term relationships with tenants.
• Keep the tenant contact list, including emergency contacts, up to date.
• Work with tenants to schedule vendor service appointments.
• Manage conference room reservations, ensuring proper setup, supplies, food, and beverage.

Contract Administration:

• Support property management in preparing vendor contracts, setting up property templates, ensuring all required documentation is submitted, and drafting contracts for building services.
• Route contracts for execution and communicate contract status between vendors and property management.
• Assist with record-keeping in accordance with company policies.

Reporting:

• Aid property management in generating reports from the tenant system.
• Review tenant system reports with the Assistant Property Manager and/or Property Manager to ensure tenant metrics are being met.
• Update and maintain the security access database, including programming cards and generating monthly access reports.

Other:

• Greet and host visitors and answer the reception phone.
• Provide administrative support to the Regional Manager, General Manager, and/or Property Manager, including preparing correspondence and expense reports.
• Assist with office filing and organization.
• Order and manage office supplies.
• Ensure the office maintains a professional appearance.
• Open, sort, and date stamp incoming mail.
• Monitor radio communications and escalate significant issues to property management.
• Provide IT support for network, printer, and scanner issues.

For Immediate Consideration, Send resume to: AThornton@Nri-staffing.com

Job Requirements (Knowledge, Skills, Experience, Education, and Physical Requirements):

• A minimum of two years of customer service experience is required; property management experience is preferred.
• High school diploma or equivalent required; a two- or four-year college degree is preferred.
• Proficiency in Microsoft Office applications.
• Experience with real estate software is preferred.
• Strong phone, verbal, and written communication skills are essential.
• Must be a self-motivated, disciplined individual with excellent organizational skills.
• A strong work ethic, team-oriented attitude, and high dependability are essential.
• The role requires frequent movement and the ability to inspect all areas of the property, including the roof and basement. The ability to stand, sit, or walk for extended periods to greet tenants and vendors is required.
• Regular in-office presence is necessary to provide general support to colleagues and meet tenant service needs.
• Travel is generally not required; however, there will be annual travel for 2-3 days to attend company-wide meetings.

For Immediate Consideration, Send resume to: AThornton@Nri-staffing.com