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Tenant Services Coordinator

4 months ago

Sacramento, United States Shorenstein Full time

**Summary**:
This position is responsible for 1) communication and coordination with tenants, vendors and building staff on site on a wide range of building issues; 2) administrative functions relating to the daily operation of the property; and, administrative and project support to the Property Manager and Assistant Property Manager.

**Essential Duties and Responsibilities** include the following. Other duties may be assigned.

Completes all work in an accurate, thorough and timely manner demonstrating a sound understanding of area of responsibility.

Customer Service:

- Anticipate and respond to customer needs demonstrating professionalism, courtesy, and sensitivity in all contacts.
- Develop effective working relationships with customers to establish a point of contact for future requests for information, service or assistance.
- Appropriately respond to customers and refer difficult or emotional customer situations.
- Proactively share information with appropriate parties. Communicate issues clearly, concisely and in a timely manner. Effectively communicate with customers so they know exactly what to expect.
- Meet all deadlines and commitments to others considering customer impact in all actions and decisions.
- Answer telephones professionally and promptly and refer callers appropriately (e.g. answer within 3 rings; ensure appropriate coverage when away from desk, etc.).
- Effectively coordinate with others or work independently to resolve or ensure resolution of issues or problems in a timely manner.

Accounts Payable:

- Receive, track, prepare and/or process purchase orders, work orders, service agreements, and vendor invoices accurately, prior to all invoices being received.
- Ensure receipt of signed order and billing from vendor prior to invoice being received
- Match invoices to packing slips
- Ensure accuracy of invoices
- Code invoices
- Input into accounting system
- Obtain approvals

Accounts Receivable:

- Accurately prepare and input tenant and vendor billings within stipulated time frame on vendor contracts and within five days for tenant billings.
- Accurately process late fees and interest charges for all tenants by designated date each month.
- Prepare accurate aged receivables report with thorough and clear collection comments to the General Manager, Property Manager or Assistant Property Manager on designated dates each month.

Building Operations:

- Prepare Tenant Service Requests (TSR’s), prioritize and/or refer within appropriate timeframe based upon the urgency of the order, and input into the tenant service request system accurately and within designated timeframe.
- Follow through within the same day of request for building access, including after hours access. Issue new and lost building access cards according to established procedures.
- Prepare accurate and timely correspondence to tenants and vendors as directed by General Manager, Property Manager or Assistant Property Manager.
- Effectively coordinate relationships with those vendor(s) as designated by General Manager, Property Manager or Assistant Property Manager. Monitor vendor(s) performance to ensure compliance with the specifications/terms of their contract.
- Ensure timely and accurate completion of specific Property Compliance audit recommendations as directed by the General Manager, Property Manager or Assistant Property Manager.
- Provide accurate and timely status reports to General Manager, Property Manager or Assistant Property Manager regarding tasks, projects and operational issues.
- Effectively cross train with other Property Management Office staff on operational issues as delegated by General Manager, Property Manager or Assistant Property Manager to provide greater experience and development.
- Perform daily inspections for areas as designated by General Manager, Property Manager or Assistant Property Manager; complete accurate and timely work orders for the necessary repairs as approved by General Manager, Property Manager or Assistant Property Manager; complete accurate and timely inspection forms.
- Effectively coordinate building fire drills, pre-drill meetings and updates of the building Life Safety manual. Accurately and thoroughly complete all tasks within established timeframes.
- Assist with the accurate and complete production of the monthly MAP report and assure its timely delivery to SRS corporate office.
- Effectively coordinate tenant move-in and move-out procedures based on customer service plans established by General Manager, Property Manager or Assistant Property Manager completing all tasks in a timely manner.
- Accurately and completely implement those customer service guidelines established by General Manager, Property Manager or Assistant Property Manager within designated timeframes.
- Maintain current, accurate and complete tenant and vendor certificates of insurance through BCS tracking system. Prepare accurate correspondence to tenants to request certificates in a timel