Tenant Services Coordinator

Trinity Partners – Atlanta seeks a Tenant Services Coordinator to join our team. We are looking for an individual with a positive outlook, excellent verbal and written communication skills, strong prioritization and organizational skills, great attention to detail, and superior computer skills (Microsoft Office including Word, Excel, and Outlook). We prefer a bachelor’s degree but also value work experience. We pride ourselves in providing our clients – building owners and tenants – with the highest level of customer service. Our ideal candidate is a hands-on, team player who is motivated by a dynamic work environment.

Trinity Partners is a full-service commercial real estate firm headquartered in uptown Charlotte, with offices in Raleigh, Greenville, SC, Columbia, SC and Atlanta, GA.

Responsibilities

• Assist property management team in all aspects of managing multiple properties.
• Receive all tenant requests, log, and dispatch all complaints to necessary maintenance personnel and vendors.
• Work with vendors to maintain tenant satisfaction concerning complaints. Follow up with tenants promptly.
• Outline work to be performed by vendors. Obtain bids from different vendors and choose the appropriate vendor to perform work (with the Property Manager’s approval).
• Prepare and coordinate the execution of vendor contracts in strict accordance with Trinity Partners’ policies. Complete the process by maintaining the necessary documents electronically.
• Receive, log, and properly code all invoices and review them with the 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, and service contract files, and associated reminders in MRI/Yardi or other accounting software.
• Assist in preparing monthly reports and annual business plans and budgets.
• Work with Property Manager and maintenance team on tenant construction including tenant renovations, white-box construction projects, and general building rehabilitation.
• Work with security vendors in dealing with proper procedures, violators, and other general problems.
• Process and maintain good records for all security devices, including keys and access fobs.
• Review and research aged receivable reports. Work with tenants and the accounting department to resolve any aged items.
• Maintain current and complete certificates of insurance for all tenants and all vendors in electronic files.
• Create and update tenant manuals and distribute them accordingly.
• Prepare general correspondence including action agendas, tenant invoices, tenant service requests, and other miscellaneous forms.
• Prepare and coordinate action agenda items with the Property Manager and building maintenance personnel.
• Perform all general office duties including answering telephones, upkeep of equipment, and ordering supplies.
• Assist with tenant relation functions as assigned.
• Be available for company and team meetings as required.
• Handle other duties as assigned.
  
  

Requirements

• Advanced proficiency in Microsoft Office Suite, including Word, Excel, and Outlook
• Exceptional professional verbal and written communication and interpersonal skills
• Excellent analytical, written, and oral communication skills
• Strong organizational, data collection, validation, and auditing skills
• Team-oriented mindset; willingness to work with a diverse set of service lines and colleagues
• Keen eye for detail; ability to check behind yourself and edit, self-correct, and keep company best practices front and center
• Ability to multitask and work efficiently with tight deadlines
• Engaging attitude, flexible nature, and willingness to problem-solve
• Ability to prioritize multiple projects and tasks while ensuring all customer groups receive timely attention, strong time management skill
• Valid driver's license-required
• Bachelor’s degree preferred