Tenant Services Coordinator (4-Month Contract)

***This is a full-time, 4-month contract role***

Work Hours: Monday - Friday: 8AM-4PM

Purpose:

The Tenant Services Coordinator is responsible for the day to day operations of the assigned property.

Main Responsibilities:

• Ensure that contractors complete preventative maintenance and repairs respecting the building’s operational/mechanical systems, as per the budget. Report all anomalies requiring outsourced services to the Property Manager.
• Conduct regular interior, exterior and roof inspections of the properties for damage and arrange repairs in accordance with the budget.
• Conduct regular inspections of the property’s exterior, property’s service rooms - such as electrical and plumbing closets, the property’s housekeeping condition and/or damage and perform or arrange repairs.
• Ensure signage and lighting is in good working condition.
• Maintain a list of up-to-date and accurate emergency contact information and regularly review the procedures for life safety, emergency response and the fire safety plan.
• Monitor building security system, fire alarm panel and sprinkler system regularly for proper operation and report any discrepancies.
• Ensure all health, safety, and security procedures are adhered to and areas of concern are reported to the appropriate parties in a timely manner in order to limit exposure to liability and loss.
• Inspect and test fire protection equipment and systems at recommended intervals for proper operation in order to meet legislative requirements and ensure tenant and customer safety.
• Be fully conversant with the Fire Safety Plan and complete your duties as described including assisting in required fire drills.
• Once approved by the Property Manager, coordinate and schedule all required maintenance or repair/replacement with the appropriate service provider.
• Ensure service contracts are enforced, service levels are achieved, and contractors are adequately supervised when on-site. Report all anomalies to the Property Manager forthwith. Ensure all contractors have WSIB and insurance coverage.
• Respond to the tenant’s concerns in a timely manner and assist in solving problems as required. Record all services performed.
• Coordinate and supervise delivery of service to the tenant.

 

 

Customer Service Relations: 

• Maintain the highest level of customer service.  

• Fulfill receptionist duties. Communicate effectively with the tenant and relevant others.
• Actively listen and act upon tenant inquiries, concerns and complaints. Hand complaints over to the Property Manager if appropriate.
• Program FOB’s, transponders and intercoms.
• Coordinate allocation of parking and lockers and keep parking and locker allocation records. 

 

Tenant Relationships:

• Maintain a strong relationship with the tenant that reflects admirable customer service.
• Ensure prompt service to the tenant.
• Reasonably enforce the tenant’s rules and regulations.

Maintenance & Repairs:

 

• Supervise trades and suppliers and coordinate all facilities services and repairs pertaining to building and related equipment.
• Respond to all facility emergencies in a timely manner.
• Investigate all requests for repairs in a timely manner of receiving a written request, and advise the property manager.
• Ensure that the building and its environment is clean.
• Supervise cleaning, snow removal and landscaping operations.

Budgets:

• Coordinate with operations and accounting to ensure timeliness and accuracy of budgets.
• Assist property manager with collecting data pertaining to preparation of budgets as required.

Administrative and Office Support:

 

• Prepare letters, e-mails and faxes for the property manager when needed.
• Code all invoices as per the budget.
• Ensure all invoices are invoiced and addressed properly.
• Assist in variance reports.
• Assist the property manager with contracts.
• Assist in completing monthly management report.
• Ensure effective and precise filing of all relevant documents.

• Be a supportive team member of the Property Management Team. Take initiative to propose improvements of property administration processes or procedures.  

Safety:

• Ensure that all life safety systems are inspected as scheduled and that they are in working order.
• Inspect boiler and electrical rooms on a daily basis.
• Inspect all sidewalks and driveways during winter season and correct any hazardous conditions.

Qualifications

 

Education

• Minimum High school
• WHMIS Certification

Experience

• Minimum of 3 years prior experience.

Skills and abilities

• Actively support SKPM’s values of: honesty integrity, respect and trust.
• Motivated to learn more and grow within this position.
• Looks for ways to improve processes.
• Strong customer service orientation.
• Patient with the ability to listen to others.
• Takes initiative.
• Has a high tolerance to stress.
• Respectful of and compliant of rules and regulations (especially concerning safety).
• Sound judgment & decision making competencies.
• Strong planning and organization.
• Attention to details.