Tenant Services Coordinator

Our Story

Avison Young is a global commercial real estate brokerage and advisory firm, offering transaction, management, financial and consulting services. We've designed our corporate structure to best serve our clients by enhancing collaboration across our organization.

At Avison Young, we are committed to providing a comprehensive suite of commercial real estate services to our clients while fostering a supportive and inclusive workplace culture for our employees. Our collaborative approach and emphasis on personal and professional growth create an environment where individuals can thrive. Real estate can have a significant positive impact on people's lives - and we're in the business of making spaces and places work better for people. Our purpose is to create real economic, social and environmental value as a global real estate advisor, powered by people.

If you're looking for career opportunities where you can excel and contribute to a strong company culture, we want to hear from you. Join our highly motivated team and take pride in your work as we create a better future together.

Overview

To provide direct support to the property management team in coordinating the day-to-day activities of the building staff and contract services in fulfilling the needs and addressing the issues of tenants. The Tenant Services Coordinator is expected to develop and maintain strong working relationships with the tenants in a facility and be accountable to management for ensuring issues and needs are responded to and resolved by the appropriate individual, department, or service.

This position will also have some responsibility for general administrative, accounting, help desk, and event coordination functions as they pertain to tenants and operation of the building.

Responsibilities

• Acts as the first point of contact for tenant service calls, requests and issues. Directs tenant service requests to the appropriate staff or contract service for resolution including engineering, maintenance, cleaning, mechanical and vendors. Is responsible for issuing and obtainin approvals for tenant work order requests.

• Must diligently support and maintain good working relationships with tenants and vendors. Handles tenant move-ins and move outs and assists with the coordination of tenant events. Orients new tenants on building policies and procedures.

• Responsible for preparing vendor service contracts, preparing and updating lease abstracts, and obtaining vendor bids for- special work and/or services.

• Assists property management with day-to-day operation of the property in accordance with policies/procedures, management agreements, and client needs. Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, issuing and updating building pass list, and maintaining other records and files pertinent to tenants and vendors.

• Assists with billing, rent collection, and other tenant charges in compliance with lease agreements. Does coding and processing of invoices, data entry into YARDI accounting system, preparing sundry billings, producing purchase orders for contract materials and services, and requesting W-9 forms from new vendors in order to set them up in accounting system. Coordinates with all parties for rent roll-up and reconciliation and compiling monthly report to owner.

• Assists with general administrative tasks as assigned including filing, answering phones, distribution of mail, and written correspondence especially to tenants, ordering supplies, computer and data entry work, preparing spreadsheets and reports, greeting visitors and tenants, and logging and dispatching tenant service calls.

• Other assigned duties may include backup for card key programming and data entry, coordination of fire safety meetings and drills, updating and maintaining emergency manuals, maintaining training records, and retention of forms and certificates.

Qualifications

• Requires strong verbal & written communication skills, accuracy, and accountability and judgment and confidentiality

• The Tenant Coordinator position functions at a high capacity within the context of a larger team, setting & implementing goals

• One to three years of related experience

• Excellent Customer Service Skills

Workplace Type

On-Site

Our Equal Opportunity Commitment

Our Equal Opportunity Commitment

Avison Young is proud to be an equal opportunity employer, committed to promoting diversity and inclusivity within our workforce. Our non-discrimination policy ensures that all individuals are treated equally, regardless of race, gender, religion, sexual orientation, or disability. We believe in fostering a positive and inclusive work environment that values accessibility and fair recruitment practices for all employees. We hope you will join us in committing to create a workplace that is fair, equitable, and welcoming to all.

Benefits offered to full time W2 employees:

• Traditional and Roth 401k with generous employer match and immediate vesting

• 12 weeks of Paid Parental Leave after one year of tenure

• Medical, Dental, Vision Insurance

• Company paid Life and AD&D Insurance

• Company paid Short & Long-Term Disability

• Voluntary Critical Illness and Accident Coverage

• Healthcare, Dependent Care, Commuter & Transit Pre-Tax Benefits

• Wellness program

• Employee Assistance Program (EAP)

Work-Life Balance:

• Competitive paid vacation days

• 2 personal/wellness days

• Paid holidays plus 2 floating holidays

• Annual volunteer day for Day of Giving