Tenant Coordinator

1 month ago

Cambridge, United States Lincoln Property Company Full time
Job DescriptionJob Description

Lincoln Property Company does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by Lincoln Property Company to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that Lincoln Property Company will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity. At this time, we are not working with any agencies.

Assists the Property Management Division in the areas of tenant relations, administration and property operations.

Responsibilities:

  • First point of contact for tenants and vendors who enter the Management office. As needed, escalate issues to Property Manager or Senior Property Manager.
  • Communicate with building tenants, retail tenants, and COA regarding all that occurs on the property including, maintenance projects, events, and parking rules/regulations
  • Maintain lobby digital directories
  • Assist with scheduling and coordinating tenant and property events and activities including seasonal and holiday dcor
  • Schedule lights and after-hours HVAC as needed
  • Distribute all new move-in information to tenants upon lease execution and arrival in building
  • Coordinate new tenant move ins/outs
  • Order new tenant welcome gifts
  • Plan bi-annual Retail Tenant meeting
  • Assist with maintaining files for property staff
  • Sign keys in/out for vendors
  • Maintain property, tenant, vendor, and contact listings for Property Management
  • Maintain updated Certificates of Insurance, W-9 Forms, and Emergency contact(s) for each vendor
  • Perform annual tenant certificates of insurance audits
  • Maintain tenant A.M. Best Ratings and OFAC checks in accordance with tenant certificate of insurance requirements
  • Maintain building card access system
  • Assist with scheduling maintenance for the buildings
  • Assist with processing invoices for payment and maintain a schedule of invoices due per the accounting calendar
  • Maintain information as required for accurate use of work order system; 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
  • Coordinate and communicate all scheduling of the loading dock for tenants, Property Management, and Engineering teams
  • Recommend and plan approved marketing events
  • Handle mail daily and ensure mail on Monday is obtained as early as possible so invoices can be completed and to corporate Tuesday a.m.
  • Copy all invoices prior to submitting to accounting and filing copies
  • Maintain and order office and kitchen supplies
  • Complete other duties as assigned

Desired Competency, Experience and Skills:

  • 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 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 position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.

About Lincoln Property Company

Lincoln Property Company (Lincoln) is one of the nations 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.

Company DescriptionAbout Lincoln Property Company
Lincoln Property Company (“Lincoln”) is one of the largest private real estate firms in the United States. Offering a fully integrated platform of real estate services and innovative solutions to owners, investors, lenders and occupiers, Lincoln supports the entire real estate lifecycle across asset types, including office, life science, retail, industrial, data center, production studio, healthcare, government, universities, and mixed-used properties, throughout the United States, United Kingdom, and Europe. Lincoln’s combined management and leasing portfolio on behalf of institutional clients includes more than 510 million square feet of commercial space. In addition to providing third-party real estate services, Lincoln has completed over 150 million square feet of development since its inception in 1965 and has another $20 billion currently under construction or in the pipeline. For more information, visit: www.lpc.com.Company DescriptionAbout Lincoln Property Company \r
Lincoln Property Company (“Lincoln”) is one of the largest private real estate firms in the United States. Offering a fully integrated platform of real estate services and innovative solutions to owners, investors, lenders and occupiers, Lincoln supports the entire real estate lifecycle across asset types, including office, life science, retail, industrial, data center, production studio, healthcare, government, universities, and mixed-used properties, throughout the United States, United Kingdom, and Europe. Lincoln’s combined management and leasing portfolio on behalf of institutional clients includes more than 510 million square feet of commercial space. In addition to providing third-party real estate services, Lincoln has completed over 150 million square feet of development since its inception in 1965 and has another $20 billion currently under construction or in the pipeline. For more information, visit: www.lpc.com.

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