Tenant Services Coordinator

Tenant Services Coordinator

We are a full-service commercial real estate firm headquartered in uptown Charlotte, with offices across the Carolinas and Atlanta, GA. Our team of entrepreneurial real estate professionals collaborates to create success for our clients while fostering a vibrant company culture and workplace. Our Charlotte office is searching for a Tenant Services Coordinator to join our team in uptown. We are looking for an individual with a positive outlook, excellent verbal and written communication skills, strong prioritization and organizational skills, and great attention to detail. Superior computer skills (Microsoft Office, including Word, Excel, and Outlook). We prefer a bachelor's degree, but also value work experience.

Our Vision We pride ourselves on 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 self-motivated, responsive, and enjoys building strong client relationships. Our duties include full financial and operational oversight of the property. If you are attracted to an entry-level position that allows for growth and exposure to a wide array of learning opportunities within the field of commercial real estate -- apply today!

Responsibilities

Assist the property management team in all aspects of managing multiple properties.

Receive all tenant requests, log them, and dispatch all complaints to the 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 the 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 necessary documents electronically.

Receive, log, and properly code all invoices and review with the Property Manager for approval. Check all invoices for accuracy; work with accounts payable and vendors to clean 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, annual business plans, and budgets.

Work with the Property Manager and maintenance team on tenant construction, including tenant renovations, vanilla-box construction projects, and general building rehabilitation.

Work with security vendors, 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 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 relations functions as assigned.

Be available for company and team meetings as required.

Handle other duties as assigned.

Requirements

Bachelor's degree preferred

Advanced understanding of the 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

Strong time management skills

Valid driver's license required