Tenant Coordinator

4 weeks ago

Cambridge, Massachusetts, United States Lincoln Property Company Full time
Job Summary

Lincoln Property Company is seeking a highly organized and detail-oriented Tenant Coordinator to join our Property Management Division. As a key member of our team, you will be responsible for providing exceptional customer service to tenants, vendors, and employees, while maintaining a high level of professionalism in a sensitive environment.

Key Responsibilities:

  • Provide first point of contact for tenants and vendors, escalating issues as needed to Property Manager or Senior Property Manager.
  • Communicate with building tenants, retail tenants, and COA regarding property events, maintenance projects, and parking rules.
  • Maintain lobby digital directories and assist with scheduling and coordinating tenant and property events.
  • Distribute new move-in information to tenants and coordinate new tenant move ins/outs.
  • Order welcome gifts for new tenants and plan bi-annual Retail Tenant meetings.
  • Assist with maintaining files for property staff, sign keys in/out for vendors, and maintain property, tenant, vendor, and contact listings.
  • Perform annual tenant certificates of insurance audits and maintain updated Certificates of Insurance, W-9 Forms, and Emergency contact(s) for each vendor.
  • Maintain tenant A.M. Best Ratings and OFAC checks, and assist with scheduling maintenance for the buildings.
  • Process invoices for payment and maintain a schedule of invoices due per the accounting calendar.
  • Maintain information for accurate use of work order system and create work orders, close out completed work orders in the system.
  • Assist in the preparation of third-party documents, service/vendor contracts, construction contracts, and project documents.
  • Coordinate signage requirements and signage vendor for all signage needs and schedule the loading dock for tenants, Property Management, and Engineering teams.
  • Recommend and plan approved marketing events and handle mail daily, ensuring mail is obtained early to complete invoices and submit to corporate.
  • Copy all invoices prior to submitting to accounting and filing copies, and maintain and order office and kitchen supplies.

Requirements:

  • High school diploma; degree from four-year college or university a plus.
  • Two or more years of related experience and/or training required.
  • Strong interpersonal skills; ability to maintain professionalism in a sensitive environment.
  • Strong organizational skills; detail oriented.
  • Excellent communication skills to effectively and clearly communicate with tenants, vendors, employees, and visitors.
  • Proven record of providing excellent internal and external customer service.
  • Ability to be flexible to handle multiple and changing priorities; sense of urgency.
  • Ability to manage a large workload.
  • Ability to work independently and in a team environment.
  • Ability to take direction from multiple sources.
  • Ability to grasp issues/assignments quickly.
  • Self-motivated with excellent time management and organizational skills; ability to meet deadlines and balance workload during cyclical periods.
  • Ability to work in an open work environment.
  • Ability to maintain a proactive approach and a readiness to handle Client concerns and processes as well as unexpected emergencies.
  • Knowledge of office administrative duties including the operation and trouble-shooting of typical office equipment.
  • Must be able to read and write English in order to understand manuals, procedures, and to write reports.
  • Excellent working knowledge of MS Office (Word, Excel, and Outlook) and work order database.

This is a 100% in-office position, requiring standard business hours. Remote work or telecommuting is not an option for this role.

About Lincoln Property Company

Lincoln Property Company (Lincoln) is one of the nation's largest diversified real estate services companies with thirty-five offices across the globe. Founded in 1965, Lincoln's combined management and leasing portfolio on behalf of institutional clients includes more than 470 million square feet of commercial space. Offering a comprehensive suite of real estate solutions, Lincoln manages, leases, develops, and provides advisory services to owners and occupiers of office, life science, retail, industrial, data center, production studio, and mixed-used properties throughout the United States, United Kingdom, and Europe. In addition to providing third-party real estate services, Lincoln has principally acquired and developed more than $24 billion and 62 million square feet of commercial projects since 2018. For more information, visit: www.lpc.com.

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