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Position Title:Tenant Services Coordinator
Department:Property Management
City/State:Raleigh / NC
Email resume to:lhcareers@lincolnharris.com
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Position Description:
SUMMARY: Assists the Property Management Division in the areas of tenant relations, administration and property operations.
Position Duties:
Tenant Relations
First point of contact for tenants and vendors who enter the Management office. As needed, escalate issues to Property Manager or Senior Property Manager.

Communicate with building tenants, retail tenants, and COA regarding all that occurs on the property including, maintenance projects, events, and parking rules/regulations

Maintain lobby digital directories

Assist with scheduling and coordinating tenant and property events and activities including seasonal and holiday d├ęcor

Schedule with appropriate areas to have lights and after-hours HVAC if needed

Distribute all new move-in information to tenants upon lease execution and arrival in building

Coordinate new tenant move ins/outs

Order new tenant welcome gifts

Plan bi-annual Retail Tenant meeting

Administration / Operations
Assist with maintaining files for property staff

Sign keys in/out for vendors

Review incoming system work orders upon receipt and take appropriate action

Maintain property, tenant, vendor, and contact listings for Property Management

Maintain updated Certificates of Insurance, W-9 Forms, and Emergency contact(s) for each vendor

Perform annual tenant certificates of insurance audits

Maintain tenant A.M. Best Ratings and OFAC checks in accordance with tenant certificate of insurance requirements

Maintain building card access system

Assist with scheduling maintenance for the buildings

Assist with processing invoices for payment and maintain a schedule of invoices due per the accounting calendar

Maintain information as required for accurate use of work order system; create work orders, close out completed work orders in the system

Assist in the preparation of third party documents; service/vendor contracts; construction contracts; and project documents

Coordinate signage requirements and signage vendor for all signage needs

Organize seminars, activities, and communications to promote property LEED and recycling programs

Coordinate and communicate all scheduling of the loading dock for tenants, Property Management, and Engineering teams

Recommend and plan approved marketing events.

Handle mail daily and ensure mail on Monday is obtained as early as possible so invoices can be completed and to corporate Tuesday a.m.

Copy all invoices prior to submitting to accounting and filing copies

Maintain and order office and kitchen supplies

Complete other duties as assigned
Position Requirements:
Education and Experience:
High school diploma; degree from four-year college or university a plus

Two or more years related experience and/or training required

Strong interpersonal skills; ability to maintain professionalism in a sensitive environment

Strong organizational skills; detail oriented

Proven record of providing excellent internal and external customer service

Ability to be flexible to handle multiple and changing priorities; sense of urgency

Ability to manage a large workload

Ability to work independently and in a team environment

Ability to take direction from multiple sources

Ability to grasp issues/assignments quickly

Self-motivated with excellent time management and organizational skills; ability to meet deadlines and balance workload during cyclical periods

Ability to work in an open work environment

Ability to maintain a proactive approach and a readiness to handle Client concerns and processes as well as unexpected emergencies

Knowledge of office administrative duties including the operation and trouble-shooting of typical office equipment

Language Skills:
Excellent communication to effectively and clearly deal with tenants, vendors, employees and visitors.

Must be able to read and write English in order to understand manuals, procedures and to write reports.

Computer Skills:
Excellent working knowledge of MS Office (Word, Excel and Outlook) and work order database

Experience with a CMMS system a plus
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