Tenant Coordinator

Job Description

Job Description

Description:

The Tenant Coordinator at Colliers | Wisconsin plays a vital role in supporting Property Managers to ensure an exceptional experience for our commercial tenants. This position requires strong organizational skills, attention to detail, and a proactive approach to tenant relations and administrative duties.

Essential Job Functions

Tenant Relations and Service

• Ensure prompt resolution of tenant maintenance requests and facilitate monthly billing for these services
• Foster positive relationships with tenants, management team, and contractors
• Coordinate tenant move-in packages and manage distribution of tenant gifts and holiday gifts
• Plan and organize annual tenant events

Administrative Support

• Code and process vendor invoices, manage accounts payable, and maintain accurate records
• Track and file vendor and tenant Certificates of Insurance; maintain insurance tracking system
• Maintain tenant contact lists, vendor directories, and other property-related databases
• Assist in lease administration activities including lease abstracting and preparing monthly rent statements
• Create and maintain lease and property files, both hard copy and electronic

Financial and Operational Support

• Prepare and coordinate bid proposals, create service contracts, and conduct bid comparison analysis
• Provide administrative support for building and tenant improvement projects
• Assist in invoice tenant work order billbacks (meter readings, HVAC, etc.)

Communication and Coordination

• Greet and assist tenants, prospective tenants, vendors, contractors, and guests; provide hospitality services
• Answer questions and provide information to stakeholders; ensure effective communication flow
• Schedule and coordinate meetings, special events, and property inspections as needed
• Troubleshoot and address computer and phone system issues; coordinate service calls

Skills and Qualifications

Required

• Minimum 2+ years of experience in customer service, clerical, or administrative roles (commercial real estate experience is a plus)
• Proficiency in Microsoft Office suite, particularly Excel for data analysis and reporting
• Highly organized with the ability to manage multiple projects and deadlines effectively
• Strong communication skills with a focus on customer service and relationship building
• Entrepreneurial mindset with a collaborative approach and a commitment to client and team success
• High integrity, professionalism, and ability to maintain confidentiality
• Polished appearance and excellent interpersonal skills for interaction with high-level professionals

Helpful Skills

• Familiarity with property management and accounting software such as Yardi, MRI, Kardin, or Argus
• Knowledge of property facility management software like Angus Anywhere, Facility Dude, or MRI Workspeed
• Proficiency in database and project management software (e.g., SmartSheet)

Ready to take the next step? We’d love to hear from you.

Questions?

Contact Alyssa Ellis, Senior People Services Generalist
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