Tenant Services Coordinator

Job Title

Tenant Services Coordinator

Full-time

1/6/2026

This position is responsible for communication and coordination with tenants, vendors and building staff on site on a wide range of building issues; administrative functions related to the daily operation of the property; and for providing administrative and project support to the Property Manager and Assistant Property Manager.

Completes all work accurately, thoroughly and timely, demonstrating a sound understanding of the area of responsibility.

• Anticipate and respond to customer needs demonstrating professionalism, courtesy, and sensitivity in all contacts.
• Research and respond to requests for information, service or assistance by telephone or by e‑mail promptly and thoroughly within established time frames.
• Develop effective working relationships with customers to establish a point of contact for future requests for information, service or assistance.
• Appropriately respond to customers and refer difficult or emotional customer situations.
• Proactively share information with appropriate parties. Communicate issues clearly, concisely and in a timely manner. Effectively communicate with customers so they know exactly what to expect.
• Meet all deadlines and commitments to others considering customer impact in all actions and decisions.
• Answer telephones professionally and promptly and refer callers appropriately (e.g. answer within 3 rings; ensure appropriate coverage when away from desk, etc.).
• Effectively coordinate with others or work independently to resolve or ensure resolution of issues or problems in a timely manner.

• Receive, track, prepare and/or process purchase orders, work orders, service agreements, and vendor invoices accurately, prior to all invoices being received.
  • Ensure receipt of signed order and billing from vendor prior to invoice being received
  • Match invoices to packing slips
  • Ensure accuracy of invoices
  • Code invoices
  • Input into accounting system
  • Obtain approvals

• Accurately prepare and input tenant and vendor billings within stipulated time frame on vendor contracts and within five days for tenant billings.
• Process accounts receivable including the timely application of cash and credits on a daily basis in an accurate and timely manner.
• Accurately process late fees and interest charges for all tenants by designated date each month.
• Prepare accurate aged receivables report with thorough and clear collection comments to the General Manager, Property Manager or Assistant Property Manager on designated dates each month.

• Prepare Tenant Service Requests (TSR’s), prioritize and/or refer within appropriate timeframe based upon the urgency of the order, and input into the tenant service request system accurately and within designated timeframe.
• Follow through within the same day of request for building access, including after hours access. Issue new and lost building access cards according to established procedures.
• Prepare accurate and timely correspondence to tenants and vendors as directed by General Manager, Property Manager or Assistant Property Manager.
• Effectively coordinate relationships with vendors as designated by General Manager, Property Manager or Assistant Property Manager. Monitor vendor performance to ensure compliance with the specifications/terms of their contract.
• Ensure timely and accurate completion of specific Property Compliance audit recommendations as directed by the General Manager, Property Manager or Assistant Property Manager.
• Provide accurate and timely status reports to General Manager, Property Manager or Assistant Property Manager regarding tasks, projects and operational issues.
• Effectively cross‑train with other Property Management Office staff on operational issues as delegated by General Manager, Property Manager or Assistant Property Manager to provide greater experience and development.
• Perform daily inspections for areas as designated by General Manager, Property Manager or Assistant Property Manager; complete accurate and timely work orders for the necessary repairs as approved by…