Job Description

Job Description

Job Description

Tenant Coordinator

ABOUT US:

Farley White Management Company is a Boston based owner of first class commercial real estate operating in Massachusetts, New Hampshire & Florida. The success and growth of the company is reliant upon the talented team of individuals who support and trust in our passion for real estate.

POSITION: Tenant Coordinator
LOCATION: Bedford NH

ONSITE ONLY - NO REMOTE WORK

RESPONSIBILITIES:

This position will require an outgoing, resourceful and detail oriented professional to assist the management team with the day-to-day operations of a first-class commercial office building portfolio. The Tenant Coordinator is responsible for tenant and team support by assisting with marketing efforts and leasing activities. Their contributions help maintain low vacancy rates and ensure a positive experience for current and prospective tenants. This individual will build brand recognition and awareness to their properties. They will serve as the primary daily contact to support critical property management operations for property performance and tenant satisfaction.

ADMINISTRATIVE:

• Coordinates and completes repair/request work orders based on information from tenants, or based on information gathered from site visits.
• Maintains and monitors the requests in the work order logs.
• Drafts communications and makes phone calls to tenants related to lease issues, preventative maintenance scheduling, rent collection, move coordination, and repair coordination.
• Prepare general correspondence and memos to tenants, vendors, customers, and contractors.
• Provide administrative support including but not limited to calendar management, meeting minutes, presentations, catering requirements, and equipment maintenance.
• Update and file all documents for vendors and customers.
• Maintain and update customer contact databases.
• Organize, compile, and prepare reports for distribution.
• Support other special requests or projects as requested.
• Answer and route phone calls from tenants and vendors to the appropriate contact within Property Management and/or dispatch personnel based on immediate needs.
• Review monthly reports to develop knowledge of company accounting practices.

OPERATIONS AND CUSTOMER SERVICE SUPPORT:

• Assist Property Management in promoting, establishing, and maintaining positive relations with the tenants and with the day-to-day operations of the property.
• Perform move-outs and assist operations and turnover teams to close out accounts to make spaces ready to lease.
• Regular communication to the Property Manager to make recommendations for keeping curb appeal high.
• Maintain monthly rent roll for tenants and coordinate scheduled charges with accounting.
• Manage vendor certificates of insurance and coordinate access for vendors.
• Process accounts payable, track and reconcile aged delinquencies, contact customers regarding outstanding balances, provide status reports to management team.

Process Tenant Billings:

• Track tenant utility
• Track work order and improvement charges
• Bill back tenant utility, work orders and improvement changes monthly.

Lease Administration:

• Prepare lease abstracts and have general understanding of landlord/tenant lease obligations.
• Manage correspondence related to lease administration, such as certificates of insurance, commencement letters and other legal documents.

QUALIFICATIONS:

• Associates or bachelor's degree in business administration, or hospitality preferred.
• 1 to 3 years of previous administrative and commercial real estate management experience is highly desirable.
• Proven customer service and problem-solving skills.
• Excellent written and verbal communication skills to communicate effectively throughout all areas of the organization.
• Ability to work independently while demonstrating the ability to determine needs and achieve results without close supervision.
• Demonstrated proficiency with computer programs to include Microsoft Office and commercial real estate platforms.
• Customer service mindset with an ability to communicate effectively and courteously in challenging situations.

OTHER SKILL SETS:

• Work productively while independent and in a team environment.
• Multi-task with an appropriate level of urgency and tight deadlines.
• Organizational efficiency with strong attention to detail and accuracy.
• Must be a self-starter with positive energy, responsible, and self-directed with good communication skills is required.

COMPENSATION:

• Salary commensurate with experience and includes a company profit sharing program and performance-based bonus

BENEFITS:

• Farley White offers an attractive benefits package available immediate upon hire.
• Includes Medical, Dental & Pre-tax Flexible Savings Account.
• Retirement savings program with company match.
• Company paid short & long-term disability, life insurance plan.
• Generous paid time off plan and company holidays.

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