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Tenant Coordinator - San Mateo, United States - Ascend
Description
Job Description Job DescriptionAscend Talent Solutions Job DescriptionJob Description The Tenant Coordinator will primarily focus on supporting the property management team with periodic reporting responsibilities.
With excellent customer service skills, the Tenant Coordinator will also work with tenants resolving issues and executing on special requests.
The successful Tenant Coordinator will work with vendors and other building management team members to ensure procedures are followed throughout the building.
Additional responsibilities for the Tenant Coordinator include the following:Responsibilities Include:
Provides direct administrative support to Director, Operations (Account Manager), Chief Engineer (CE) and tenants as neededServes as the main point of contact (POC) for service requests from tenantsEntry of tenant service requests into work order systemEnsures that 100% of the Certificate of Insurance (COI) for tenants and contractors are accurate and in compliance with standardsResponsible for the overall cleanliness of the reception, lobby, and applicable work areaAssists in management audits and prepares all files and records in preparation for the auditPrepare and send all in and outgoing mail and packagesInternal and external correspondenceCreate, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policyUpdate and file all documents for vendors and customers and ensure that contract and lease administration files are accurate and up to dateMaintain and update employee, clients and customer contact databasesOrganize departmental meeting and travel arrangementsEnforces compliance with insurance requirements among tenants, contractors, vendors and suppliers.
Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.Manages the new tenant welcome and orientation programRevises and distributes 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 BookAd hoc administrative requestsProcess all aspects of accounts receivableObtain completed W-9 forms from all vendorsInitiates cost reduction programs relative to office supplies, equipment and furnishings and maintain suchNegotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelinesCoordinates timely repair and maintenance of office equipmentTracks budget line items relating to administrative account purchases and resolves negative variances relative to budgetPrepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly on a monthly basisEnsure engineers take monthly readings from electric meters for tenants that have supplemental units.
Enter data on tracking spreadsheet, calculate what is owed, bill the tenants, and add charges to monthly manual adjustmentPrepare invoices to be billed back to clients and send out accordingly for payment.
Position Requirements 2+ years of previous Coordinator experience with commercial real estate experience a real plusHighly 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 prioritizeAbility 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.
Education Bachelors degree and similar work experienceBenefits PTO, PST, Medical, Dental, and VisionCompensation $55k - 57k/yearly#J-18808-Ljbffr
