Tenant Services Coordinator (HIRED)

Overview:
To maintain positive relations between building tenants, owners and Trinity Partners’ Property Management group. Assist property manager and assistant property manager in the management and operations of a property.

Responsibilities:
• Inspect all properties on a regular basis to ensure that building operations are performing according to Trinity Partners’ standards and procedures.
• Receive all tenant requests, log and dispatch all complaints to necessary vendor. Work with vendor on maintaining tenant satisfaction concerning complaints. Follow up with tenants promptly.
• Outline work to be performed by vendors. Obtain bids from different vendors and choose appropriate vendor to perform work (with Property Manager’s approval).
• Prepare and coordinate the execution of vendor contracts in strict accordance with Trinity Partners policies. Complete process by maintaining necessary documents on main server.
• Receive, log and properly code all invoices and review with Property Manager for approval. Check all invoices for accuracy, work with accounts payable and vendors on clearing up any billing problems.
• Receive and keep up-to-date files on all work orders from tenants, correspondence and lease files, tenant insurance tickler files and service contract files and associated ticklers in MRI/accounting software.
• Assist in preparing monthly reports and annual business plans.
• Work with Property Manager and Assistant Property Manager in tenant construction including tenant renovations, vanilla-box construction projects and general building rehabilitation.
• Work with security vendor in dealing with proper procedures, violators and other general problems.
• Review and research aged receivable reports. Work with tenants and accounting department to resolve any aged items.
• Assist in maintaining building key system. Log in and out all keys as necessary.
• Maintain current and complete certificates of insurance for all tenants and all vendors in files and on server.
• Create and update tenant manuals and distribute accordingly.
• Prepare general correspondence including action agendas, tenant invoices, tenant service requests and other miscellaneous forms.
• Prepare and coordinate action agenda items with Property Manager and building maintenance personnel.
• Administer and manage office petty cash.
• Perform all general office duties including answering telephones, upkeep of equipment, ordering of supplies and other duties as assigned.

Requirements:
• Client service oriented attitude.
• Excellent verbal and written communication skills.
• Strong prioritization and organizational skills.
• Superior computer skills (Microsoft Word and Excel).
• Bachelor’s degree is strongly preferred.