What are the responsibilities and job description for the Tenant Services Coordinator position at Cawley Partners?
FUNCTION
This position is responsible for providing excellent customer service to the tenants, vendors, visitors and Cawley team members.
PRIMARY DUTIES
On assigned properties, act as Cawley Partner’s tenant services coordinator. Carry out the day-to-day activities of reserving all amenities and ensure all aspects of the event are coordinated with other office personnel and/or vendors.
Manage tenant relations and coordinate requests for repairs and maintenance, understanding of rent charges, lease issues and other tenant concerns. Follow up with tenants to ensure satisfaction.
Update daily the building app.
Prepare all tenant memo’s and ensure the property manager or assistant property manager review before sending
Order all office and kitchen supplies. Keep office and supplies organized and neat.
Update lobby directory.
Schedule lobby vendors.
Update Quick Reference.
Prepare weekly staff meeting agenda. Take notes and dispatch them to the team members.
Demonstrate a positive, professional, and client-oriented attitude about the company with coworkers, tenants, clients whether contact is by mail, telephone, or in person. Constantly strive for improvements in work process and results to better meet owner’s expectations.
Maintain complete and accurate property files and records with an emphasis on documentation for future reference.
Liaison with other departments within Cawley Partners to provide a team approach to the management of real estate. Assist in coordinating the activities not directly controlled by the manager but directly related to each property i.e.: insurance monitoring, leasing, marketing, capital improvements, accounting/financial reporting and legal services.
Establish and maintain collaborative working relationships between departments, with coworkers, and particularly with other members of a project team.
Keep abreast of new technologies, systems and procedures related to property management.
Other duties and projects as needed.
ORGANIZATIONAL RELATIONSHIPS
External Relationships: Frequent contact with tenants, clients, owners, contractors, and vendors/suppliers. Involvement in the real estate professional community is a plus in this position.
Internal Relationships: Contact within the department and with other departments at all levels. The tenant services coordinator must be effective with a range of staff who are not under the administrative assistant’s authority.
ESSENTIAL SKILLS ABILITIES, KNOWLEDGE AND EXPERIENCE
Strong client relations skills.
One year customer service. Must have strong customer service skills and have some knowledge of commercial real estate including a broad understanding of AP, AR, marketing, construction, and the tenant relations requirements of an office property.
Computer literacy is required. Microsoft Office proficiency required. Knowledge of property management accounting software; MRI and Yardi is a plus.
Strong written and verbal communications skills. Ability to understand and carry out industry specific written and oral direction. Positive, innovative approach to problem solving. Present ideas in a clear, concise, understandable, and organized manner; negotiate, persuade, and modify opinion in order to reach the goals/objectives of the organization.
Ability to work independently as a team member. Ability to relate well with others even while working at a distance without the benefit of personal contact. Ability to work in an organized, efficient manner with a high level of accuracy, attention to detail, and follow-through.
Ability to exercise judgment and discretion is critical to success. Must be professional at setting priorities and coping with competing demands.
Excellent time-management and general organization skills.
Neat, professional appearance.