Tenant Services Coordinator

POSITION SUMMARY

The Tenant Coordinator provides administrative support to the Property Manager(s). He/ she is also responsible for phone support, work orders, typing and communication support between Property Management, clients, tenants and vendors. The position requires a highly motivated individual with good communications skills (written and verbal), strong ability to handle multiple functions in an accurate manner, and exceptional customer service skills.

 RESPONSIBILITIES

• Acts as the first contact for tenants with service requests (primarily through the building’s electronic service request system, Workspeed/Building Engines), questions, and problems including but not limited to: Schedule photo IDs, issue access cards as well as routine usage of overtime freight elevator, dumpsters, conference room reservations, loading dock usage and overtime air conditioning/heating. Notify tenants of building wide activities, maintain current information data bases in tenant emergency book, rules and regulations, and Management Office needs. In routine situations, act as liaison between tenants and vendors and or contractors.
• Greets tenants and visitors, types general correspondence, answers telephone calls, maintains calendar, schedules appointments, handles all tenant related issues.
• Responds to tenant and emergency calls and reports these to proper parties in a timely fashion. 
• Works with online work order program (Workspeed/Building Engines) and generates all requests and charges accordingly.
• Dispatches service requests.  Assign hand delivery tasks (for notices, etc.) and electronic tenant service requests. Relay work assignments as determined by the Property Manager(s).
• Prepares Workspeed/ Building Engines activity reports as directed.
• Schedules meetings, keeps track of calendars and ongoing projects; maintains Captivate and Workspeed/ Building Engines  notices and tenant access card system (Kastle Security).
• Generates nightly / weekend Security memos for each property. 
• Prepares spreadsheets, presentations, and contract documents as requested. 
• Tracks and maintains all building and tenant files, tenant charges, all tenant and vendor contact information, accurate logs and records, ... 
• Faxes, files, and makes copies. Maintains accurate files with regard to each property pursuant to the standardized departmental filing structure.
• Maintains accurate documentation and files of all contractor and tenant insurance certificates, prior to any work commencing.
• Manages other administrative functions as requested by management or specific to our contractual requirements.
• Arranges maintenance of all business office machines; Maintains forms and office supplies as required.
• Respects and maintains privacy of agency clients, assuring client confidentiality at all times; provides efficient and professional telephone service; provides professional and courteous demeanor to tenants, clients, brokers, and co-workers.
• Communicates new lease information to respective clients (Kastle Security, Workspeed, Building Engines, etc.), enters information into appropriate databases and files.
• Vendor Insurance Management: Maintains insurance certificates for all vendors; Ensures that all vendors seeking to work in building have current certificates of insurance that meet building requirements; and Coordinate vendor access with Security.
• Certificates of Insurance: Confirms Certificate Holder is correct (Match to sample COI(s)); Confirms vender meets required limits (refer to sample COI); Add and/or update vendors’ information in Workspeed, Building Engines, etc.
• Coordinates the moving in process and works closely with building staff to ensure an easy transition. 
• Is aware of all the special conditions or provisions in the leases so that the tenants receive what is required and that they are billed correctly.
• Supports the Property Manager and Assistant Property Manager with all day to day administrative duties.
• Works on special projects as requested.
• Assist in maintenance of vendor service contracts, purchase orders and operational budgets as needed.

QUALIFICATIONS

• An Associate’s or bachelor's degree is preferred, but not required.
• Two to three years prior administrative experience in the Real Estate industry is preferred.
• Proficiency with Microsoft Word, Excel, Outlook, PowerPoint, and the Internet is required.
• Knowledge of accounting and Real Estate software Workspeed, Building Engines, Yardi, Procore and Kastle is a plus.

WHAT YOU CAN EXPECT

At ESRT, like our tenants, our employees come from everywhere. We foster a richly diverse work environment that captures top talent and cultivates the best ideas. By focusing on inclusion and celebrating our differences, we create even greater value — in business practices, relationships, and employee engagement. As an Equal Opportunity Employer, we are committed to maintaining a diverse, inclusive and equitable work environment where our employees can thrive. In addition, ESRT employees embody our Company Culture & Success Factors -  

• Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic –you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable – you take a strong sense of ownership and accountability over your work
• Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll-up-your-sleeves” attitude
• Curious – you consistently look for new ways to work smarter, not just harder
• Ethical – you treat others with respect, and embrace and contribute to a culture of diversity and inclusion
• Positive – you possess a service-oriented attitude with excellent follow through

BENEFITS

• Competitive base salary and bonus.
• Health/Dental/Vision insurance.
• Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance. Voluntary Enhanced LTD Program.
• Voluntary Hospital, Accident, and Cancer Programs.
• 401(k) with 100% match up to 5%.
• Paid parental leave.
• Pre-tax transit accounts.
• Employee Assistance Program for emotional, financial, and legal support.

WELL-BEING

• Generous paid time off.
• Flex remote work time.
• Flex Summer Fridays.
• Employee engagement programs.
• Volunteer time off.
• Continuing education.
• Complimentary Empire State Building Observatory access.
• Complimentary gym membership and other wellness benefits.
• Employee Discount Programs.