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Tenant Service Coordinator

2 months ago

San Mateo, California, United States Ascend Full time
Job Description

**Job Summary**

The Tenant Service Coordinator will play a crucial role in supporting the property management team at Ascend. This position requires excellent customer service skills, attention to detail, and the ability to prioritize tasks effectively.

Key Responsibilities:

  • Provide administrative support to the Director of Operations and Chief Engineer, as well as tenants as needed.
  • Serve as the primary point of contact for service requests from tenants.
  • Enter tenant service requests into the work order system.
  • Ensure that all Certificate of Insurance (COI) for tenants and contractors are accurate and compliant with standards.
  • Maintain the overall cleanliness of the reception, lobby, and applicable work areas.
  • Assist in management audits and prepare all files and records in preparation for the audit.
  • Prepare and send all incoming and outgoing mail and packages.
  • Manage internal and external correspondence.
  • Create, maintain, review, purge, and forward files to the appropriate storage location in accordance with company record retention policy.
  • Update and file all documents for vendors and customers, ensuring that contract and lease administration files are accurate and up-to-date.
  • Maintain and update employee, client, and customer contact databases.
  • Organize departmental meetings and travel arrangements.
  • Enforce compliance with insurance requirements among tenants, contractors, vendors, and suppliers.
  • Document incidents of potential liability to property and equipment and forward information to the appropriate risk management personnel.
  • Manage the new tenant welcome and orientation program.
  • Revise and distribute updated property manuals (as needed) within the portfolio with the assistance of the property team members.
  • Process all aspects of accounts receivable.
  • Obtain completed W-9 forms from all vendors.
  • Initiate cost reduction programs relative to office supplies, equipment, and furnishings.
  • Negotiate office equipment leases and maintenance agreements while ensuring technological advancement of support systems falls within budget guidelines.
  • Coordinate timely repair and maintenance of office equipment.
  • Track budget line items relating to administrative account purchases and resolve negative variances relative to budget.
  • Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly on a monthly basis.
  • Ensure engineers take monthly readings from electric meters for tenants with supplemental units.
  • Enter data on tracking spreadsheets, calculate what is owed, bill tenants, and add charges to monthly manual adjustments.
  • Prepare invoices to be billed back to clients and send them out accordingly for payment.

Requirements:

  • 2+ years of previous Coordinator experience, with commercial real estate experience a plus.
  • Highly proficient in Microsoft Word, Excel, and Outlook.
  • Professional, reliable, flexible, and have a positive, can-do attitude.
  • Excellent attention to detail with strong customer service skills and ability to prioritize.
  • Ability to communicate well in both written and verbal communication forms.
  • Proactive attitude and willingness to take on additional responsibilities and assist with other team members' projects.
  • Interest in real estate.

Education:

  • Bachelor's degree and similar work experience.

Benefits:

  • PTO, PST, Medical, Dental, and Vision.

Compensation:

  • $26 - $28/Hrly.