Tenant Services Coordinator

Summary:

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

About Glenstar

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.

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:

• Development
• Leasing
• Property Management
• Acquisitions
• Asset Management
• Construction & Design

Essential Duties and Responsibilities:

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

Essential Skills and Qualifications:

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

  Education and Experience:

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