Tenant Services Coordinator

Founded in 1993 by Stuart Shiff, Divco West, aDivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, Divco West combines entrepreneurial spirit with an institutional approach to commercial real estate.

Divco West aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, Divco West and its predecessor have acquired approximately 66.2 million square feet of commercial space – primarily throughout the United States. Divco West’s real estate portfolio currently includes existing and development properties in the office, R&D, lab, industrial, digital, retail, and multifamily spaces.

Divco West is seeking a Tenant Service Coordinator to join our commercial property team in managing a portfolio of properties in the Silicon Valley region of the San Francisco Bay Area. 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.

This is a role requiring 5 days in office at our San Jose, CA location. This position is not eligible for immigration support or sponsorship now or in the future.

The ideal candidate is a driven self-starter with a positive attitude who is a team player. This person has above average customer service skills and problem‑solving capabilities, and clear, concise written and verbal communication skills.

• 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 the work order software, Prism (Building Engines), and follow‑up to ensure satisfactory completion.
• Draft tenant memos and letters.
• Schedule any maintenance required for office machines and computers.
• Schedule and coordinate meetings / special events, as requested.
• 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.
• 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.
• 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.

• 2 years administrative, clerical, accounting,…