About this role
ESSENTIAL FUNCTIONS
Tenant Relations
- Provide customer service to tenants by receiving tenant calls and coordinating requests for services.
- Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
- Provides emergency and safety information to tenants.
- Coordinate the scheduling of evacuation drills, etc. Prepare proposals and invoices for additional services and utilities.
- Coordinate with Property Manager and vendor to plan tenant events.
- Coordinate security access information requests and emergency contacts lists.
- Activate/deactivate property access cards.
- Track and provide updates to MAXIMO tenant service requests.
Accounting
- Monitor and accurately codes invoices in the accounting system in a timely manner in accordance with company guidelines.
- Research invoices and follow-up with vendors as needed.
Service Contracts
- Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.
- Maintain tickler file for service contract expirations.
- Maintain up-to-date approved service contract list.
Administrative Support
- Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
- Assist in ordering uniforms and provides technology support.
- Order office supplies and plans office events.
- Maintain office equipment and equipment service agreements.
- Maintain lease files and other files as necessary.
- Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary.
Operations
- Coordinate with Property Managers and building personnel for tenant move in/move out.
- Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
- Generate tenant welcome letter, handbook, and appropriate welcome gift.
- Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications
SECONDARY RESPONSIBILITIES
- Maintain property information to include (at a minimum) license agreements, vendor/contractor list, emergency procedures, equipment list, inventory list and personnel list.
- Assist in budget preparation.
- Perform other job-related duties as assigned.