Tenant Services Coordinator

Kane Realty Corporation•Raleigh, NC

2d•Onsite

About The Position

Kane Realty Corporation is seeking outstanding candidates for the role of Tenant Services Coordinator for three of their luxury communities located in Raleigh, NC. The Tenant Services Coordinator supports the property management team by coordinating the day-to-day activities of the building staff and contract services, as well as fulfilling the needs and addressing the issues of tenants and their guests. This role reports to the Property Manager and works collaboratively with the Chief Engineer, Building Engineer, and Day Porter/Custodial Staff. The Tenant Services Coordinator is responsible for exhibiting exceptional client service when communicating with tenants and/or vendors, maintaining a strong working relationship with all tenants, and ensuring issues and needs are quickly responded to and efficiently resolved. This position will also have some responsibility for general administrative, accounting, help desk, and event coordination functions as they pertain to tenants and the operation of the building. The Tenant Services Coordinator is considered an Ambassador and will be expected to become knowledgeable about the property to assist patrons or tenants with questions or recommendations around the area. Responsibilities also include working directly with Public Safety Staff on property to facilitate access requests, complete work order submittals for items discovered during building security checks, and arrange shuttle escorts for patrons or tenants.

Requirements

Effectively prioritize and multi-task.
Proactive, initiate follow-through.
Ability to effectively communicate both orally and in writing with peers, managers and clients.
Dependable & flexible as well as possessing the ability to maintain a high level of confidentiality.
Two to three years industry experience/or equivalent combination of education and experience.
Strong working knowledge of MS Word, PowerPoint, Outlook, and Excel.
Strong working knowledge of general office equipment (copiers, fax machines, scanners).

Responsibilities

Greet all visitors in a friendly manner, provide direction assistance to all visitors, distribute general area information such as events and merchant information.
Assist with concierge support to all tenants.
Maintain presentation of lobby desk, including keeping event pamphlets and flyers up to date, stocked, and orderly; Report any cleanliness issues to the appropriate parties.
Coordinate all incoming tenant requests for services: log requests, assesses nature/urgency of request/problem, and determines priority and billable status; initiates action - Follows up to ensure completion and satisfaction; Coordinates tenant signage requests.
Manage all Corrigo work order upgrades, administration, trending and tracking of monthly reporting.
Submit needed work orders when reported to by support staff.
Sign for deliveries and distribute appropriately; Deliver newspapers daily to subscribing tenants.
Assist with new tenant orientation meetings; Update and prepare tenant handbook as needed.
Assist with Conference Center and Loading Dock reservations and administration of rules and procedures with notifying all parties involved.
Process, input, compile, and submit all building invoices for approval.
Maintain emergency procedure guidelines including list of employees requiring assistance and emergency contacts and phone numbers.
Maintain Certificate of Insurance logs and documentation for both tenants and vendors.
Provide monthly status reports and updates to Assistant Office Asset Manager.
Maintain tenant contact and vehicle information list and vendor contact and contract summary.
Communicate tenant janitorial requests to day porter, custodial staff, and/or nighttime cleaning crew.
Operate and monitor the building's camera system and access control system (including access control change requests).
Add/remove/update access cards & fobs in the system, as well as issue new cards/fobs upon request; Keep inventory of access cards & fobs and inform Assistant OAM and/or PM when stock needs replenishing.
Keep all property documentation ( logs, reports, inspections, service history, access control, etc) up to date.
Keep electronic and hard copy files per compliance requirements; Track and record: monthly retail sales; building interruptions; tenant complaints; and meter readings.
Other duties as assigned.