Tenant Experience Coordinator

Job Description

Synergy, a leading Boston commercial real estate firm, seeks a Tenant Experience Coordinator to support the management of an assigned portfolio of properties. This individual will perform the administrative functions of the Property Management Team, ensuring a high level of professionalism in responding to and resolving tenant requests or concerns.

• Provide support for third‑party service contracts, draft agreements as needed, and assist the Property Manager to ensure compliance with Synergy’s policies and procedures.
• Track and file contracts and insurance certificates; maintain a follow‑up system for expirations.
• Prepare and code invoices for the Property Manager’s approval.
• Oversee and calculate all tenant billings including utilities, work orders, purchases, and miscellaneous service requests.
• Review vendor invoices for accuracy and follow up with vendors to resolve billing issues.
• Assist the Property Manager in preparing monthly financial reports, annual budget preparation, and annual expense reconciliations.
• Prepare monthly tenant charges, create statements and distribute them to tenants.
• Maintain property and tenant filing systems.
• Assist in lease administration activities, including obtaining tenant contacts and insurance information.
• Assist the Property Manager with tenant move‑in and move‑out coordination, including communication with tenants, organizing services, reserving loading docks, and delivering necessary information.
• Monitor and maintain the property maintenance work‑order system and visitor entry software, ensuring all requests are responded to in a timely manner. Follow up with building tenants and engineering or other property staff to resolve work‑order issues.
• Assist with scheduling and contracting vendor work throughout the building and accurately communicate impact to tenants.
• Manage tenant amenity center AV equipment, reservations, and events, and obtain appropriate documentation from tenants, including waiver collection and filing.
• Promote and foster positive relationships with tenants and clients and track service calls as required.
• Process management and maintenance staff hours, tenant bill‑back invoices through accounting, expense reports, monthly meter readings, and check requests for review and approval.
• Assist in developing the tenant outreach program by organizing tenant events, including room setup, catering, coordinating vendors and event details, and creating the monthly tenant newsletter in collaboration with the Property Manager.
• Ensure the office is stocked with supplies and other required items to maintain office operations.
• Provide full administrative support, including answering incoming calls, receiving and distributing mail and packages, typing reports, ordering food and supplies, maintaining files, producing forms, and distributing correspondence.
• Conduct facility inspections within the property as requested by the Property Management team.
• Support regular community programming, which may fall outside normal business hours.
• Schedule and coordinate meetings as requested.
• Perform other duties as needed to assist in the management office and building security.

Competitive salary and benefits, including medical, dental, vision, life, STD & LTD insurance, and a 401(k) plan with company match. Additional benefits include a collegial work environment and opportunities for professional growth.

This role operates in a professional office environment and routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines. The position requires traveling between properties in varying weather conditions.

• Bachelor’s degree or equivalent combination of education and experience in the commercial real estate industry.
• Prior experience in property management and/or customer service.
• Excellent communication skills and English language proficiency (oral and written) required.
• Strong organizational, customer orientation (internal and external), interpersonal, multi‑tasking, and prioritizing skills.
• Ability to give and take directions and to interface with decision makers in a professional manner while maintaining confidential information.
• Proficiency with Microsoft Office suites and Dropbox; YARDI experience preferred.

Synergy is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.