Tenant Relations Coordinator
2 weeks ago
Tenant Services & Operations Coordinator
SUMMARY
Provide essential operational support to property management teams, fostering positive interactions among management, tenants, and service providers. This role can be part-time or full-time.
KEY RESPONSIBILITIES
- Deliver direct administrative assistance to property managers, facility supervisors, engineers, and tenants as required.
- Act as a liaison between tenants and property management.
- Ensure all certificates of insurance for tenants and contractors are accurate and compliant with established standards.
- Draft general correspondence and memos, utilizing mail merge for larger distributions.
- Maintain and organize all documentation for vendors and clients, ensuring contract and lease files are current and precise.
- Manage incoming phone calls and emails promptly.
- Facilitate the onboarding process for new vendors.
- Conduct weekly reviews of tenant service requests.
- Assist in coordinating tenant move-ins and move-outs.
- Keep employee, client, and customer contact databases updated.
- Enforce compliance with insurance requirements among tenants, contractors, vendors, and suppliers, documenting potential liability incidents and forwarding information to risk management.
- Establish and implement a new tenant welcome and orientation program.
- Organize tenant events.
- Develop, revise, and coordinate the implementation of property manuals in collaboration with property team members.
- Handle ad hoc administrative tasks as needed.
FINANCIAL RESPONSIBILITIES
- Collect completed W-9 forms from all vendors.
- Coordinate timely repairs and maintenance of office equipment.
- Prepare manual adjustment forms for miscellaneous tenant service requests, ensuring accurate monthly processing.
- Ensure engineers record monthly readings from electric meters for tenants with supplemental units.
- Enter data into tracking spreadsheets, calculate amounts owed, bill tenants, and add charges to monthly adjustment forms.
- Prepare invoices for billbacks.
- Assist with accounting inquiries.
EDUCATION AND EXPERIENCE
- Bachelor's degree required.
- Entry-level position with less than one year of experience.
- Experience in commercial real estate is advantageous.
SKILLS AND ABILITIES
- Excellent oral and written communication skills.
- Ability to effectively present information to small groups of tenants or employees.
- Capability to read and interpret safety rules, operating instructions, and procedure manuals.
- Strong organizational skills.
- Self-motivated, able to manage multiple projects under pressure.
- Proficient in calculating figures such as discounts, interest, and percentages.
- Willingness to work flexible hours, potentially exceeding standard workweek limits.
- Meticulous attention to detail.
- Proficient in Microsoft Office Suite.
Benefits:
Eligible employees may receive:
- 401(k) plan with company matching contributions.
- Medical, dental, and vision care.
- Paid time off and company holidays.
- Potential for flexible work arrangements.
Integris Ventures is a commercial real estate investment firm based in the Midwest, managing a diverse portfolio of office, retail, and industrial properties across the central United States. We prioritize meticulous management of our investments, ensuring consistent communication with our tenants and vendors.
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