Tenant Services Coordinator

Company Description:

Cannon Hill Capital Partners (“CHCP”) is a vertically integrated real estate investment management company that owns and manages a portfolio of approximately 10 million square feet across urban in-fill areas of the Northeast and Mid-Atlantic U.S.  The Company pursues a diversified investment strategy incorporating office, life science, industrial, multi-family and unentitled land properties, as well as distressed situations of all property types.  CHCP leverages best in class operating capabilities for value creation and superior investment performance. 

Our vertically-integrated platform allows us to evaluate and execute unique creative strategies that constantly add value to our assets on behalf of our investors and partners. We are an SEC registered investment advisor with established credibility and long-standing industry relationships. For more information, please visit www.cannonhillcap.com

Job Summary:

The Tenant Service Coordinator role represents the company as the first point of contact for all tenants and guests of the Management Office. Provides primary administrative support to the Property Manager and the Assistant Property Manager. Serves as a liaison between tenants and building staff.

Job Requirements:

• Prefer 1-2 years of related work experience in a similar role
• Strong computer related skills including Microsoft Office/Word
• Excellent prioritizing, organization and multi-tasking skills
• Strong administrative, time management and phone skills are necessary
• Must be customer oriented with excellent oral and written communication
• Must have general understanding of financial management (accounts payable and receivable)

Job Responsibilities - Including but not limited to:

Administrative:

• Opens management office for business on daily basis.
• Provides coverage to reception desk, greets guests.
• Develops and maintains filing system for general building, lease, vendor and contract files as applicable.
• Maintains building calendar and use requests from affiliated contacts (Ex. Four Seasons Hotel) and tenants.
• Maintains and updates emergency information lists; distributes updated information to team members.
• Updates lease files with amendments and other lease related documents as needed.
• Maintains office equipment leases and coordinates timely repair.
• Maintains certificates of insurance (COI) for tenants and vendors as they come available. Receive certificates of insurance for non-contracted vendors on behalf of tenants.

Financial – AR:

• Submits monthly request to property accountant to apply all pre-pays to charges at beginning of month.
• Provides interface with the cell site administrators to resolve agreement and billing issues.

Financial – A/P:

• Process all invoices, set contract vendors up on recurring cycle, run vendor history and GL reports on vendors, communicate with vendors, etc. Process and route invoices.
• Runs quarterly GL reports and Vendor History reports for reference.

Financial – Tenant Billbacks:

• Prepares monthly export reports and prepares monthly tenant billback invoices. Sends tenant statements with backup to tenants via email and regular mail.
• Sets up all tenants and subtenants in system with lease IDs for billback purposes.
• Submits adjustment forms for non-exported billbacks to lease administration.
• Provides utility and tenant billback accruals to property accountants.

Financial – Other:

• Secondary work on budgets – requests information from vendors on any proposed increases from contracted vendors and utility companies; project expenses using PY and YTD information and projected increases based on historical expenses.
• Secondary work on OPEX and Reconciliations and prepare letters to tenants.

Operations:

• Responds promptly to tenant work order requests and tracks resolution. Forward any out of the ordinary requests not submitted in work order system to engineers and route requests to security, janitorial, etc.(if not normally routed in system).
• Prepares purchase orders and standard form contracts for vendors and suppliers as directed by the Property Managers.
• Administers access requests by tenants, vendors and contractors.
• Monitors recycling/composting levels and initiatives – work with vendor on composting initiative and waste audit, handle service issues such as missed pickups, overflows, etc. Coordinate with recycling vendor on service levels for property; establish and maintain composting program for buildings – janitorial training sessions, tenant trainings and materials, walk through of all of tenant offices, bin placement in tenant spaces, work with janitorial staff to monitor composting program in each building.

Tenant Services:

• Represents the company as the first point of contact for tenants and visitors.
• Primary responsibility for communication to tenants on such issues as power shutdowns, maintenance work, building holidays, tenant events, etc.
• Serve as primary liaison between tenants, engineering and security staffs, janitorial vendor, etc.
• Send email notices and create posters for tenant events (holiday events, tenant coffees, ice cream socials, etc.).
• Organize tenant charity events (food drives, blood drives, nonprofit faire)
• Reach out to new tenants to welcome and provides information to new tenants on system and general building information
• Contributes to the implementation of the Quality Tenant Service program. This includes support for tenant-related activities, and focuses on attaining the desired tenant satisfaction scores on tenant survey.
• Assists in managing the tenant’s move-in/move-out process to minimize disruption to remaining building occupants.
• Maintain hard and soft copies of tenant contacts, after-hours and tenant accounting contacts.
• Maintain and update property website with relevant content.

Compensation:

• The salary range for this position is between $65,000 and $75,000, depending on several factors including but not limited to work experience
• Annual performance-based discretionary bonus opportunity
• Comprehensive benefits including medical, dental and vision plans, 401k, and paid time off

The above description reflects the details considered necessary to describe the principal functions of the job and should not be construed as a detailed description of all the work requirements that may be performed in the job. Cannon Hill Capital Partners is an Equal Opportunity Employer. Qualified applicants will receive consideration without regarding to their race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.