Tenant Services Coordinator

JOB DESCRIPTION

Company Background

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Boston, Washington DC and New York City. Known for our long-standing relationships and track record of success in markets where innovation thrives, we combine entrepreneurial spirit with an institutional approach to deliver value-add solutions to the world’s most innovative companies.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We value our partners and our people and believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

DivcoWest is seeking a Tenant Service Coordinator to join our commercial property team team located in Walnut Creek, CA.  This is a position that can offer the right candidate a wide range of responsibilities. This position requires someone who is motivated, interested in learning and very attentive to detail.  The individual for this position should be comfortable working and contributing to a team environment, enjoy being in a busy environment where new and complex transactions occur and interact with people at various levels within and outside the organization. 

Primary Duties and Responsibilities

• Welcome visitors and clients in a professional, courteous, and helpful manner.

• Operate CISCO multi-line phone system effectively.  Screen and/or forward calls to appropriate staff.

• Act as liaison between tenants and PM/SPM for property related issues.

• Dispatch service calls, enter into the work order software, Building Engines and follow-up to ensure satisfactory completion.

• Draft tenant memos and letters.

• Schedule any maintenance required for office machines and computers.

• Order office and building supplies, business cards and stationery.

• Arrange courier, reprographics retrieval pick-ups.

• Order hospitality supplies and keep a well-stocked kitchen/refrigerator.

Property Administrative Functions

• Produce vendor repair agreements, maintain vendor’s files, supervise vendors as requested and monitor vendor insurance.

• Assist in maintaining contacts lists and emergency information; hard and soft copy tenant and other property files.

• Review and manage Certificates of Insurance for vendors and tenants via Building Engines.

• At the direction of the Property Manager, visit tenants for any tenant related issues i.e. janitorial, pest control, etc.

• Assist PM with plans and coordination of tenant events or other special projects.

• Assist with updating and maintaining the tenant handbook, order tenant move-in gifts, order holiday gifts and assist with planning of annual tenant events.

• Input access card data as directed.

• Distribute keys to vendors and maintain key log.

Accounts Payable Functions

• Assist Property Manager with monthly accounting re-classes and accruals.

• Scan, enter and code invoices in Nexus Payable invoice processing system. Prepare necessary check requests; input related data and processing within established guidelines.  Research and respond to internal and external inquiries.  Research invoices and payments to insure timely and accurate payment.

• Responsible for tenant billbacks and generate invoices via Building Engines.

• Follow up on all delinquencies via MRI. Obtain aging report for property manager and deliver standard tenant correspondence to address delinquencies.

• Assist in tenant ledger adjustments.

• Review monthly rent edits.

Skills & Competencies:

• 4-year college degree preferred.

• 2 years administrative, clerical, accounting or tenant services/customer relations experience.

• Prior experience working in the property management, commercial real estate, or financial services industries preferred.

• MRI, Building Engines and Nexus or similar systems experience preferred.

• Understanding of general accounting and financing is a plus.

• Working knowledge of accounts payables, receivables, and expenditure is desired.

• Experience with data entry, basic reporting, filing, answering phones, scheduling, excellent verbal and written communications skills are a must.

• Great telephone skills; pleasant and courteous; excellent customer service.

• Present a professional, positive image that reflects well with the organization.

• Reliable and punctual.

• Excellent computer skills, including proficiency in Microsoft Office Products (Excel, Word, Outlook and PowerPoint).

• Ability to work independently and within a team to build relationships and interact effectively with all members of the company.

• Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload to meet property and client needs.

• A desire to work within a diverse, collaborative, and professional environment.

DivcoWest is an Equal Opportunity Employer. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state or local law. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/