Tenant Coordinator

Scope of Responsibilities:

In cooperation with the Property Management Staff, the Tenant Coordinator works to meet the tenant service needs of the building and the management and administrative demands of the management office. 

Duties and Responsibilities of a Tenant Coordinator

Tenant Relations

• Answer tenant questions via phone and email
• Draft tenant letters and email communications
• Distribute new tenant move-in information and coordinate new tenant meetings
• Coordinate building services on holidays
• Communicate with staff on special needs of tenants, following up with building staff to ensure completion
• Schedule and coordinate building events (i.e., fire drills, tenant welcome events, tenant holiday gifts)
• Maintain tenant contacts lists
• Maintain emergency contact lists
• Maintain certificate of insurance files for tenants, tracking dates and coverages
• Maintain lease files, create new files as needed
• Maintain and assist with visitor schedule for the building including broker tours, construction work, and tenant requests.

Administrative

• Answer phone in a professional manner providing answers when possible and transferring calls or taking messages as needed
• Open, stamp and distribute mail
• Prepare and send all outgoing mail and packages
• Process new vendor requests
• Code invoices and enter in Yardi or similar Property Management Software
• Prepare and email tenant rent statements
• Input tenant receipts in MRI or similar Property Management Software
• Coordinating vendor after-hours access, verifying proper insurance coverages and communicating all information to building staff
• Maintain certificate of insurance files for vendors, track dates and coverages
• Maintain, create and review files, move files to storage as needed
• Assist with compiling monthly reports
• Assist with collecting and populating annual budget data
• Communicate with and coordinate vendors for service requests

Tenant Coordinator Education and Experience

• High school diploma required
• Some Accounts Payable & Accounts Receivable experience a plus
• Commercial property management experience a plus

Tenant Coordinator Qualifications

• Advanced communication skills both oral and written
• Strong organizational skills and attention to detail
• Self-starter, able to manage multiple projects under pressure
• Ability to work efficiently as a team member, dealing with coworkers and clients at all levels and disciplines
• Ability to work independently
• Ability to occasionally work flexible hours which may exceed 8 hours per day or 40 hours per week
• Personable and friendly demeanor in person, on phone and in email
• Proficient knowledge of Microsoft Office, including Word, Excel and Adobe
• Ability to gain proficient knowledge of other software programs as required