Hybrid Tenant Services Coordinator presso SSH Real Estate, Inc

Description

The Tenant Services Coordinator will report to the Property Manager and assist the Property Manager in all aspects of the day-to-day operations of the property, including tenant relations, vendor relations, social media, lease administration and invoice management. This position will be on-site in Bala Cynwyd, PA. 

Tenant Communication

· Handle all inquiries from tenants via phone, Angus, and in-person visits

· Work order radio dispatch when necessary 

· Send follow up email to any tenants that called/emailed with a maintenance or cleaning issue

· Manage Amenity space reservations

· Update Tenant Handbook annually and distribute to Tenants

· Assist with Tenant Onboarding

· Assist tenants with access card requests

· Distribute monthly newsletters, updates, and emergency notices

Property Management Systems

· Maintain the Angus Work Order System and submit billable work orders to accounting

· Monitoring work orders to ensure they are closed out and tenants are responded to

· Maintain lobby directories and updates

· Handle ordering all property signage as applicable, new tenants, wayfinding, etc.

· Maintain inventory and supply ordering for PM Office

· Assist with office equipment, amenity suite AV systems, and EV Chargers

Event Coordination

· Coordinate and Manage Tenant Events

· Prepare Event Agreements

· Building announcements 

Social Media – Website

· Maintain Social Media Calendar Plan and update as needed

· Monitor Property Website  

Spreadsheet Tracking

· Track Vendor and Tenant COI’s for compliance with property requirements.

· Maintain Allocated Parking Areas Spreadsheet and map for reserved spaces. For executive parking, notify accounting of monthly billing and rent roll updates.

· Maintain List of Current Access Card/ Suite Keys / Parking Fobs

· Adjust Monthly SF Cleaning Calculations 

· Assist with bids for service contracts with property manager approval

· Maintain tenant and vendor contact lists

· Maintain and distribute Daily Activity Log to key staff

Vendor Management

· Prepare Short Form Contract Agreements as directed by the Property Manager

· Maintain Vendor Contract Spreadsheet and Binder

Property Inspections

· Assist with Property Inspections, including vacant suites and move-in/out Inspections upon the discretion and approval of the Property Manager

Leasing

· Prepare Lease Commencement Letters

· Prepare and maintain Lease Abstracting 

· Maintain onsite leasing files.

· Assist with showing amenity spaces

·Assist with the preparation and submission of a Weekly Activity Report and Monthly Calendar by the 20th of each month for the coming month.

Skills, Knowledge and Personal Characteristics

· Friendly, enjoys talking to people, organized, ability to prioritize urgent matters effectively

· Proactive 

· Reliable

· Attention to detail when sending tenant and vendor communications

· Warm and welcoming presence

· Handle difficult tenants, or unexpected situations gracefully

· Articulate answers to inquiries accurately

· Prioritize tasks and manage multiple projects without missing critical details

· Previous experience in commercial real estate