Tenant Services Coordinator

Job Description

Summary:

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Glenstar is seeking an experienced and committed Tenant Services Coordinator to support its Presidents Plaza and Triangle Plaza properties in Chicago, Illinois.

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About Glenstar

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Glenstar is a full-service Chicago-based commercial real estate company founded in 2004. Since inception, Glenstar has managed, developed and acquired over 20M square feet and $2 billion in asset value.

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Glenstar specializes in strategic repositioning, value-add investing and development of institutional quality commercial real estate across multiple property types. The firm provides the following services:

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• Development
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• Leasing
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• Property Management
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• Acquisitions
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• Asset Management
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• Construction & Design
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Essential Duties and Responsibilities:

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• Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, and maintaining other records and files pertinent to tenants and vendors. 
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• Update and distribute Tenant Daily/Emergency Contacts lists, Fire Warden email lists, Tenant/Construction/Fire & Life Safety manuals.
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• Oversight of various building environmental initiatives, including tenant communication, tracking and reporting.
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• Assist Property Administrator with tenant move-in and move-out process.
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• Manage assigned building amenities and conduct daily inspections to ensure compliance and readiness.
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• Communicate with tenants regarding work orders and service delivery issues; ensure timely resolution and follow-up.
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• Prepare and prioritize service requests based on urgency.
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• Maintain and distribute the daily internal “night memo,” documenting building activity, incidents, maintenance issues, and operational updates. 
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• Distribute daily mail received in the management office to the staff and maintain the outlook calendar.
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• Ensure problems are promptly resolved and follow up with tenants as needed. 
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• Prepare accurate and timely correspondence to tenants and vendors as directed by SR. PM/GM.
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• Coordinate with designated vendors; monitor performance to ensure compliance with contract terms and specifications. Provide accurate and timely status reports to Sr. Property/General Manager regarding tasks, projects and operational issues.
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• Crosstrain with team members to enhance operational knowledge and support team coverage.
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• Together with the management team, perform quarterly inspections of the building and tracks necessary repairs.
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• Perform daily inspections for areas as designated by Sr. Property/General Manager; completes accurate and timely work orders for the necessary repairs including closing the work order as approved by Sr. Property/General Manager; completes timely inspection forms.
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• Assist with building initiatives, including Glenstar Connect, special events, signage, newsletters, social media, seasonal décor, and other programs as designated. Photograph events and share with Marketing; save materials to the shared drive. 
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• Provide reception coverage, including answering phones and managing the work order system.
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• Maintain Glenstar Connect Room, office equipment, office supplies, janitorial supplies, and break room areas.
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• Collaborate closely with the second Tenant Services Coordinator to ensure events are thoroughly planned and executed; provide coverage during absences.
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• Tenant Relations and Customer Service
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• Maintain professional, day-to-day relationships with tenants and develop an understanding of their needs through regular formal and informal interactions.
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• Coordinate with management to ensure regular tenant engagement by the General Manager/Sr. Property Manager. 
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• Review and discusses ongoing tenant issues with PA/PM/GM.
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• Research and respond promptly and thoroughly to tenant requests for information, service, or assistance. 
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• Demonstrate professionalism, courtesy and sensitivity in all interactions. 
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• Follow up on work orders to ensure satisfaction and effective resolution.
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• Communicate clearly with tenants regarding timelines and expectations.
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• Develop strong working relationships to serve as a trusted point of contact.
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• Issue tenant communications and memos as required.
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Essential Skills and Qualifications:

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• Ability to work independently, multitask, and prioritize effectively.
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• Strong team collaboration skills.
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• Excellent written and verbal communication skills.
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• Outstanding customer service orientation with strong attention to detail.
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• Strong analytical and problem-solving skills.
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• Ability to manage difficult or emotional situations professionally.
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• Demonstrated follow-through and accountability.
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• Experience with property management software (MRI, Angus, or similar) preferred.
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• Proficiency in Microsoft Office Suite.
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  Education and Experience:

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• 4-year college degree.
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• 1-3 years of relevant commercial real estate experience preferred.
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• RPA accreditation/candidacy preferred.
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