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Customer Service Coordinator

2 months ago

Atlanta, Georgia, United States Graniteprop Full time
Job Summary

We are seeking a highly organized and detail-oriented Customer Relations Coordinator to join our team at Graniteprop. The successful candidate will be responsible for providing exceptional customer service, coordinating administrative tasks, and ensuring seamless communication between property and engineering teams.

Key Responsibilities
  • Assist property and engineering teams with customer and vendor customer service, ensuring prompt response times and resolving issues efficiently.
  • Support the Managing Director with administrative tasks, including expense report reconciliation, scheduling travel and meetings, and maintaining accurate records.
  • Manage Angus, reviewing work orders throughout the day to ensure timely completion and customer satisfaction.
  • Answer, screen, and direct incoming calls, providing clear and concise information to customers and vendors.
  • Assist all visitors coming into the management office, ensuring a welcoming and professional experience.
  • Check the mail daily, opening and distributing correspondence to the relevant teams.
  • Implement and support customer amenity programs, including coordinating events and furnishing contracts as needed.
  • Facilitate miscellaneous customer offerings, such as market events and community creation initiatives.
  • Coordinate customer correspondence, including letters, memos, newsletters, and other written communications.
  • Manage tenant move-in/move-out processes in coordination with the Assistant Property Manager and Property Manager.
  • Generate and distribute current Rent Roll and Stacking Plans monthly to the management team.
  • Schedule conference room reservations and review and approve After-Hours HVAC charges within Angus.
  • Monitor customer systems, including Angus, Lobby Directory, and Parking Analysis, and maintain accurate building contact lists.
  • Coordinate customer certificate of insurance (COI) through Certrax and review vendor COIs as needed.
  • File all tenant and vendor correspondence and maintain property files.
  • Coordinate estimates resulting from tenant work order requests through the Angus proposal function.
  • Process tenant bill-backs through Angus/Snap Pay/Genea.
  • Complete data entry for utility tracking and other benchmarking tools.
  • Verify vendor activity in the vendor management system, complete new vendor setup, and determine contract/letter agreement requirements.
  • Monitor and track contracts to completion, upload to the vendor management system, and continuously monitor for expiring service contracts.
  • Complete daily security pass-down logs and send to the management team, security, engineering, and porter to notify of all contractors needing access into the building/suites.
  • Review Security's Daily Activity Reports (DAR) each day, alerting the management team of any unusual activity and creating work orders for items listed in the DAR needing repair.
  • Communicate throughout the day with the Porter regarding cleaning, spills, restroom supplies, or other janitorial issues as needed.
  • Communicate with Security as needed regarding security-related issues.
  • Order office supplies and maintain access card databases.
  • Assist the Assistant Property Manager in other administrative functions as required.
  • Perform other duties as assigned.