Tenant Coordinator - Full-time / Part-time

The Tenant Coordinator reports to the Sr. Property Manager and works directly with the Assistant Property Manager, Chief Engineer and Building Engineers providing support as needed to all team members.

• exhibit exceptional client service when communicating with tenants, prospective tenants, vendors and team members, but also to focus on productivity and results.
• expected to assist the Property Managers and Assistant Propery Manager in the implementation and administration of policies, procedures and programs on aday-to-day basis that will assure that all projects are well managed and executed. .

Tenant/Building Administration Duties

• Coordinate all incoming tenant requests for services: logs requests, assesses nature/urgency of request/problem, and determines priority and billable status; initiates action.
• Follows up to ensure completion.
• Update tenant and vendor contact lists; distributes to property manager and maintenance staff.
• Maintain tenant handbook.
• Assist with coordinating new tenant orientation meetings.
• Organize and plans all tenant appreciation events and marketing collateral orders.
• Manage all Corrigo work order upgrades, administration, and reporting.
• Compose and distribute correspondence and memos relating to building services and operations.
• Coordinate Tenant signage.
• Assist with the organization of documents for presentation manuals of the annual budget reviews.
• Assist with coding invoices for the buildings, when needed.
• Maintain emergency procedure guidelines including list of employees requiring assistance and emergency contacts and phone numbers.
• Prepare vendor service contracts, construction contracts and service orders.
• Assist with competitive bidding, prepare RFPs, collect proposals and create bid comparison worksheets.
• Maintain monthly janitorial s.f. report.
• Issue tenant keys and access cards; maintain security access card list and bill tenants accordingly.
• Maintain key log and key box.
• Maintain tenant and vendor certificate of insurance logs.
• Track monthly utility meter readings and prepare bill-backs to tenants.
• Assist with other special projects as needed.

General Administrative Duties

• Greet all visitors in a friendly manner.
• Keep waiting area, kitchen and conference room clean throughout the day.
• Open, sort and distribute mail appropriately.
• Compose and type correspondence and memos.
• Maintain all tenant, vendor, and lease files.
• Open, sort and distribute mail appropriately.
• Answer all incoming calls by third ring.
• Send/distribute all faxes appropriately.
• Sign for deliveries and distribute appropriately.
• Maintain postage meter; replenish as needed.
• Sign for deliveries and distribute appropriately
• Keep work areas clean and organized.
• Excellent attendance is a requirement of the position

Accounting Duties

Accounts Payable:

• Code invoices for portfolio.
• Process invoices and accounts payable.
• Track budget –vs- actual costs for operating expenses (i.e. one-time projects, tenant improvements, capital improvements, etc.).
• Ensure that expenses are paid in month budgeted and appropriate level of services have been rendered.

Accounts Receivable:

• Print and review all tenant rent invoices and make corrections as needed.
• Distribute all rent invoices to tenants.
• Process rent checks – prepare and send deposits to Lock Box.
• Post deposits to tenant accounts.
• Make rent collection calls for portfolio as directed.
• Prepare miscellaneous billings to tenants as needed

Qualifications

• Bachelor’s degree – Minimum GPA: 3.0
• One to two years’ experience in the real estate industry.
• Ability to work in a fast-paced, collaborative, and results driven environment.
• Exceptional verbal, written and organizational skills.
• Excellent attendance is a requirement of the position.
• Excellent client service orientation.
• An assessment will be administered for computer and communication skills.
• Must have intermediate to advanced MS Word and Excel proficiencies.
• Experience with financial issues and programs a plus ~Yardi, Idysys preferred.
• Relationship Skills – Ability to communicate effectively and professionally, both oral and written with owners, tenants and coworkers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
• Organizational/Multi-Task Skills – Able to allocate one’s time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and constant changes; results oriented, detail oriented and accurate.
• Decision Making Skills – Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.