Tenant Service Coordinator

2 weeks ago

San Mateo, California, United States Ascend Full time
Job DescriptionAt Ascend, we are seeking a highly skilled and detail-oriented Tenant Service Coordinator to join our team. As a key member of our property management team, you will be responsible for providing exceptional customer service to our tenants, resolving issues, and executing on special requests. Your primary focus will be on supporting the property management team with periodic reporting responsibilities, ensuring that all procedures are followed throughout the building. Additional responsibilities include:
  • Providing direct administrative support to the Director, Operations (Account Manager), Chief Engineer (CE), and tenants as needed
  • Serving as the main point of contact (POC) for service requests from tenants
  • Entering tenant service requests into the work order system
  • Ensuring that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standards
  • Responsible for the overall cleanliness of the reception, lobby, and applicable work area
  • Assisting in management audits and preparing all files and records in preparation for the audit
  • Preparing and sending all in and outgoing mail and packages
  • Internal and external correspondence
  • Creating, maintaining, reviewing, purging, and forwarding files to the appropriate storage location in accordance with company record retention policy
  • Updating and filing all documents for vendors and customers and ensuring that contract and lease administration files are accurate and up to date
  • Maintaining and updating employee, clients, and customer contact databases
  • Organizing departmental meetings and travel arrangements
  • Enforcing compliance with insurance requirements among tenants, contractors, vendors, and suppliers. Documenting incidents of potential liability to property and equipment and forwarding information to the appropriate risk management personnel.
  • Managing the new tenant welcome and orientation program
  • Revising and distributing updated property manuals (as needed) within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to, the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide, and Lease Summary Book
  • Ad hoc administrative requests
  • Processing all aspects of accounts receivable
  • Obtaining completed W-9 forms from all vendors
  • Initiating cost reduction programs relative to office supplies, equipment, and furnishings and maintaining such
  • Negotiating office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines
  • Coordinating timely repair and maintenance of office equipment
  • Tracking budget line items relating to administrative account purchases and resolving negative variances relative to budget
  • Preparing manual adjustment forms for all miscellaneous tenant service requests and ensuring they are processed correctly on a monthly basis
  • Ensuring engineers take monthly readings from electric meters for tenants that have supplemental units
  • Entering data on tracking spreadsheets, calculating what is owed, billing tenants, and adding charges to monthly manual adjustments
  • Preparing invoices to be billed back to clients and sending them out accordingly for payment
Requirements
  • 2+ years of previous Coordinator experience with commercial real estate experience a real 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 volunteers willingly to take on additional responsibilities and assist with other team members' projects
  • Interest in real estate
Benefits
  • PTO, PST, Medical, Dental, and Vision
Compensation
  • $26 - $28/Hrly

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