Tenant & Event Coordinator

At VyStar, we offer competitive pay, an excellent benefit package that includes a 401(k) Plan, an extensive paid technical and on-the-job training program, and tuition reimbursement--available to all full and part time employees. Part time positions start at a minimum of 30 hours per week.

We encourage you to become a part of VyStar Credit Union's family of employees.

Tenant & Event Coordinator

ACCOUNTABILITY STATEMENT

The incumbent is to provide administrative support to the Corporate Facilities and Property Manager team. The focus areas of responsibility include receiving, dispatching, and following up on tenant maintenance work orders; collaborating closely with business partners and vendors; and updating work order statuses. The incumbent assists with all administration efforts related to facilities maintenance, including customer service activities, acting as a point of contact for service issues; administers various programs, analyzes data, monitors operating budgets and costs, billing, lease management, creates efficiencies, maintains all tenant records, and provides oversight over all events on the Downtown Campus facilities. This includes working with outside or community organization, overseeing the event contract process, collection of proper certificate of insurance, logistics, and communication.

ESSENTIAL RESPONSIBILITIES

• Tenant Relations & Communication - this includes monitoring service request, coordinating tenant events, working with Security to coordinate yearly fire drills, generate building notifications, billings, and collections.
• Maintain all lease files within Yardi and electronic filing systems up to date from the time of initiation to lease termination.
• It is the responsibility of this role to maintain all tenant and event COI's current and in accordance to the executed contracts or leases.
• All tenant accounting procedures will be overseen by this role including billing, collections, and reporting.
• The incumbent must have a full understanding of lease terms for reporting or service needs purposes.
• Closely partner with the Corporate Facilities and Property Manager to complete the year Common Area Reconciliation process for the tenants.
• Oversee the data entry necessary to fully incorporates a new tenant in our systems, generate welcome letters, and enter into the accounting system. This also includes the tenant terminations process which includes the removal of the tenant from our system, completion of inspection, and notification to the prior tenant on the terms.
• Assist with tenant parking requests and assignments.
• Coordinate with Community and Internal representatives to coordinate various types of events including but not limited to concerts, luncheons, and tours. This will require the incumbent to be participate in most events to answer any questions.
• Communicate with Management and Senior Leaders to obtain approval of events.
• Work with Risk Management and Legal to execute event contracts
• Manage COI requirements for recurring event vendors.
• File City Permits and Collaborate with different city organizations to obtain the necessary approvals.
• Collaborate with different Departments for the effective and successful execution of the events,
• Understand and know the technology behind the Audio-Visual systems through the campus.
• Equipment and supply management.
• Work with Facilities to streamline processes and increase accessibility to needed forms and procedures.
• Follow up after the event with the internal or external group to make sure everything adhered to their standards/ expectations.
• Coordinate weekly/ monthly musical acts in the Breezeway including Downtown Vision's ArtWalk.
• Organize and keep all necessary records for audit purposes.

Incumbent is expected to demonstrate each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job.

• Focus Focus your full attention by carefully listening to and observing your client or member.
• Connect Consistently be friendly and approachable. Demonstrate you care.
• Understand Listen empathetically and ask questions. (70%/30%)
• Counsel Recommend solutions based on your client's or member's needs and objectives.
• Advance Ensure that member's expectations were exceeded

Verify necessary follow-up action.

JOB QUALIFICATIONS

Qualifications needed to become a Tenant & Event Coordinator start with a high school diploma, and at least two years of Facilities or Property Management experience. It is crucial that you have excellent communication skills, both written and verbal, and that you are comfortable speaking to small groups. You must understand all safety and compliance laws, have some finance and math skills, and have the ability to solve problems efficiently. You should be detail-oriented, well-organized, and able to work both on a team and independently. Communication and networking skills are necessary.

EDUCATION

• High School Diploma or equivalent required
• Associates degree in business or related discipline is preferred.
• BOMI or IFMA certifications a plus

EXPERIENCE

• A minimum of two years of experience in a high paced professional office environment is required.
• Proficiency with Microsoft Office programs including Excel, Word, and Outlook. Experience with database programs is preferred.
• A minimum of one year of practical experience in administrative file/document management is required.
• A minimum of one year of experience in working with facilities or property management.

KNOWLEDGE, SKILLS & ABILITIES

• A high level of interpersonal skills and social sensitivity is required. The candidate encounters employees, tenants, and community organization on all levels of seniority. The candidate is a resource to the organization and must be an effective listener and communicator. The candidate must set the example in attitude, behavior, and work ethic.
• Must be able to manage multiple tasks and appropriately set priorities.
• Must be able to perform a variety of complex tasks in a timely and efficient manner.
• Job requirements include a high level of problem-solving skills and exceptional verbal and written skills.
• Must have the ability to prioritize and manage interruptions while maintaining patience and the necessary level of focus to avoid mistakes.
• Typing skills are required at a minimum speed of 45 words per minute.

DISCLAIMERS AND WORK ENVIRONMENT

Nothing in this position description is an implied contract for employment. The position description is intended to be an accurate account of the essential functions. The functions are not all encompassing and are subject to change at any time by management.

The work environment characteristics described are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

As required or requested, may exert up to 20 pounds of force occasionally and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects.