Tenant Relations Coordinator

2 weeks ago


Chicago, Illinois, United States Integris Ventures Full time
Job Overview

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.
Company Overview

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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