Property Services Coordinator

Empire State Realty Trust•New York, NY

5d•$65,000 - $70,000

About The Position

The Property Services Coordinator (PSC) provides administrative support to the Property Manager(s) and building office management staff. The PSC is also responsible for delivering exceptional customer service for tenants, leasing agents, management and vendors with effective communication skills, a strong ability to manage multiple functions accurately and efficiently and follow the ESRT Tenant Service Promise. The PSC is also a highly motivated individual responsible for phone support, email support, work orders and invoice/PO processing.

Requirements

Strong time management skills with the ability to efficiently prioritize and complete multiple tasks simultaneously
Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint
Excellent communication (written and oral)
Two to three years prior administrative experience in the Real Estate industry preferred
Knowledge of accounting and Real Estate software is a plus
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times

Responsibilities

Act as the first point of contact and concierge for tenants in the property management office
Provide a warm and welcoming experience for tenants, their visitors and building guests
Lead all tenant correspondence (written or verbal) with a hospitality-first mindset
Maintain a high level of tenant satisfaction at all times
Assist new and existing tenants with onboarding and systems procedures
Actively support the Property Management team(s) to foster positive relationships with tenants
Facilitate service requests (primarily through the building’s electronic service request system, Building Engines) in a timely and courteous manner
Be an ESRT + ambassador
Integrate, answer questions, and work to solve issues including, but not limited to: schedule photo IDs where applicable until full electronic integration, issue access cards, and routine usage of overtime freight elevators, dumpsters, conference room reservations, loading dock usage, and overtime air conditioning and heating
Notify tenants of building wide activities, maintain current information databases in tenant emergency book, rules, and regulations, and needs of the Management Office
Function as a liaison between tenants and vendors and/or contractors, in routine situations
Maintain confidentiality and protect tenant privacy in all interactions and communications
Keep track of calendars, ongoing projects, and maintain work order notices and the tenant access card system
Generate nightly/weekend Security and after-hours memos for each property
Maintain accurate documentation and files of all contractors, tenants, and vendors insurance through the Jones system
Ensure all seeking to work in buildings have current certificates of insurance that meet building requirements (confirm certificate holder is correct, and vendor meets required limits – refer to sample COI), and coordinate vendor access with Security
Track and maintain all building and tenant files, tenant charges, tenant and vendor contact information, and validates the accuracy of logs and records
Coordinate and attend bi-annual tenant meetings per standard operating procedures
Document tenant meetings in Tenant Meeting Log and ensure any action items are followed-up on until completion
Arrange maintenance of all business office machines, in coordination with office services (maintains forms and office supplies as needed)
Review leases to determine provisions as they relate to landlord vs. tenant responsibilities, so the tenants receive what is required and are billed as required for additional services per their lease
Coordinate the move in/out process and works closely with building staff to ensure an easy transition
Review and process all operations-related paperwork regarding purchasing goods and services pursuant to ESRT’s standard purchasing procedures – expenses for all vendors
Research all outstanding/unpaid bills and take appropriate steps to resolve the issue
Prepare all required Jobs, Budget Electronic, Budget Revisions, Contracts, Change Orders, etc. for building specific projects
Investigate and resolve all outstanding or unpaid operations-related bills
Process invoices for operating expenses through Yardi
Process service contracts through Yardi service contract module
Maintain Service Contract log with all contracts increases and various expiration dates
Assist, as directed, with the budget preparation (i.e., reviewing contracts for escalations, obtaining proposals for forecasting, gathering data as necessary)
Assist Property Manager in the preparation of annual operating budgets, as relates to service contracts
Assist in the monthly operating/capital accrual reporting, quarterly Tenant Commitment reporting, quarterly Variance Analyses
Provide all requested information quickly and accurately and maintain communication with other administrative staff (as well as other staff) staff to exchange information and methods of work
Support the property management staff (Property Manager, Assistant Property Manager, Project Managers, Director of Housekeeping, Operations Team, etc.) with all day-to-day administrative duties
Works on projects and administrative work as requested
Complete weekly payroll through ADP and serve as back-up to other administrative staff as needed (absence, lunch, break coverage, etc.)
Shift to other properties in the portfolio as needed (reporting to properties within Manhattan)