The Tenant Coordinator (TC) reports to the Property Manager (PM), and works directly with all office staff, including other Property Managers and Tenant Coordinators, the Fiscal Operations staff, and Building Engineers, providing support as needed to all team members. It is the responsibility of the TC not only to exhibit exceptional client service when communicating with tenants, prospects, vendors, and team members, but also to focus on productivity and results. The TC is expected to assist the PM in the implementation and administration of policies, procedures, and programs on a day-to-day basis that will assure that all projects are well managed. This role is pivotal to the success of our operations. Team members are expected to assist with additional assignments that may be requested by direct supervisors and to take initiative in lending assistance to other members of the team. This position is required to function as a strong support to the Property Manager.
Tenant/Building Administration Duties
Prepare new tenant package with all relevant documentation.
Set up and maintain tenant lease files.
Respond to all tenant and vendor requests. For maintenance requests, enter work orders into Corrigo and follow up with maintenance staff to ensure the work is performed satisfactorily and timely.
Maintain and update all tenant and vendor contact information.
Track expiring vendor agreements and work with PM and Engineering staff on new agreements and the bidding process.
Maintain updated monthly janitorial square feet report and distribute to PM and janitorial company.
Coordinate with security to issue building keys to new tenants and access cards as requested by tenant. Update security access card list and bill tenants accordingly.
Print or order new signage requested by tenants or needed for new tenants to the buildings.
Maintain current certificate of insurance for all tenants ensuring that they are in accordance with lease requirements and accurately published through Corrigo.
Track monthly utility and/or after-hours HVAC for back-charge to specific tenants; bill accordingly.
Code property invoices each week for entry into Payscan.
Track budgeted vs. actual costs for operating expenses.
Ensure that expenses are paid in month budgeted.
Prepare miscellaneous billings to tenants as needed.
Prepare monthly A/R comments report for PM review and approval.
Facilitate collections effort in conjunction with PM.
General Administrative Duties
Compose and type correspondence and memos.
Maintain all accounting, tenant, vendor, and lease files.
Prepare construction and service contracts and assist PM with bidding.
Assist PM with preparation of annual budget as directed.
Assist PM in coordinating various tenant events in the buildings.
Assist with other special projects as needed.
Bachelors degree - Minimum GPA: 3.0
One to two years experience in the real estate industry (commercial real estate experience preferred).
Exceptional verbal, written and organizational skills.
Proficiency with MS Office applications (Word, Excel, PowerPoint, Outlook, OneNote). Must have intermediate to advanced MS WORD and Excel proficiencies.
Facilitate with accounting/financial matters and software programs ~Yardi, Idysys preferred.
Ability to keep information strictly confidential.
Positive Can Do attitude and highest level of professionalism.
An assessment will be administered for computer and communication skills.
Relationship Skills - Excellent client service orientation. Ability to communicate effectively and professionally, both oral and written with owners, tenants and coworkers; ability to develop and sustain cooperative working relationships; professional phone manner; mature and self-motivated team player with good conflict-resolution skills; committed to personal growth and integrity aligned with RMR objectives.
Organizational/Multi-Task Skills - Ability to work in a fast-paced, collaborative, and results driven environment. Able to allocate ones time effectively and manage tight deadlines; ability to work under pressure and achieve quality results; ability to handle multiple demands and competing priorities, and adapt to new ideas and changes; results oriented, detail oriented and accurate.
Decision Making Skill - Able to resolve problems using facts and sound reasoning; able to achieve goals using a strategic approach; proven innovation with a willingness to manage and adapt to change.
Founded in 1986, Reit Management & Research LLC (RMR) is a privately held asset management company that manages one of the largest portfolios of publicly owned real estate in the United States with approximately $21.5 billion of assets under management, including more than 1,650 properties located in the 46 states, Washington D.C., Puerto Rico and Ontario, Canada. RMR has approximately 790 employees in its headquarters and regional offices located throughout the country. RMR manages CommonWealth REIT (NYSE: CWH), an office and industrial real estate investment trust, or REIT; Hospitality Properties Trust (NYSE: HPT), a hospitality REIT; Senior Housing Properties Trust (NYSE: SNH), a healthcare REIT; a government property focused REIT, Government Properties Income Trust (NYSE: GOV); and Select Income REIT (NYSE: SIR), a REIT that focuses on net leased, single tenant properties; and also provides management and administrative services to two publicly traded real estate based operating companies: Five Star Quality Care, Inc (NYSE Amex: FVE) and TravelCenters of America LLC (NYSE Amex: TA). An affiliate of RMR, Sonesta International Hotels Corporation, is one of HPT's hotel managers; and another affiliate of RMR, RMR Advisors, Inc. is the investment manager of a publicly owned mutual fund, which principally invests in securities of unaffiliated real estate companies.
Reit Management & Research - 22 months ago