Commercial Real Estate Customer Service Coordinator

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Full-time Regular Dallas, TX, US

8 days ago Requisition

Manages tenant relations for industrial real estate properties to maintain the highest level of tenant satisfaction. This is accomplished by performing the following duties personally or through contracted vendors/suppliers and maintenance managers.

• Establishes and maintains strongest possible relationship between tenants and the Company in order to meet their needs and encourage the tenant to maintain a long term relationship with the Company.
• Manages tenants to ensure that they are compliant with their obligations to maintain their HVAC systems, and that they provide FI with copies of current HVAC contracts.
• At request of his/her manager, prepares and maintains schedules for tenant visits for Property Manager and results of each visit. Takes action on any deficiencies noted to relationship with tenant or property. May conduct tenant visits.
• Discusses with tenant the terms and conditions for providing management or maintenance services.
• Handles incoming maintenance requests from tenants, from in-house Leasing Managers, Property Managers, and other internal customers, and works quickly to resolve each issue by responding in an empathetic and professional manner, making recommendations and appropriate commitments to resolve their concerns.
• Gets tenants’ acknowledgement of financial responsibility before executing any work order for services that are tenants’ responsibilities.
• Follows up with tenant to ensure that work was completed in a timely manner and maintains the highest level of tenant satisfaction.
• When tenant satisfaction is questionable the issues are reported to Property and Facility Manager, making recommendations on needed changes which may include follow-up visits, repairs, and/or changes of contractors, etc.

• Prepares work orders pertaining to general maintenance of properties, and as required to affect repairs pursuant to tenant requests and FI’s related building maintenance obligations.
• Logs work orders into work order tracking system, and reviews, pushes and updates all open work orders daily.
• Prepares work orders showing: scope of work; landlord and tenant responsibilities; services to be performed; and cost for services with needed approval from tenant.
• Prepares Contracts, notice to proceed for vendors and maintains vendor files.
• Responds to inquiries from vendors regarding outstanding invoices.

• Codes maintenance time into JDE or approved work order system.
• Works with account payables to match up work orders with billing and ensures that tenant approves payment.

• Evaluates specific tenant and property situations and makes recommendations to Property and Facilities Managers to best resolve tenant relations issues and maintain value of property.
• Determines the cleaning schedule for properties and vacant suites based on occupancy and the recommendation of the Property. Works with in-house maintenance staff and/or vendors to ensure these properties are cleaned on a regular schedule (HOOP).
• Ensures that the region’s HVAC database is current and accurate, including the mapping of existing HVAC units and maintenance of HVAC reports.
• Performs periodic property inspections and tenant visits.

• As requested by his/her manager, handles all utility transfers and adjustments. Contacts appropriate utility company in a timely manner to ensure transfers are scheduled and completed as quickly as possible.
• Process accounts payable. Codes invoices appropriately, routes to appropriate manager(s) for…