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Tenant Services Coordinator - Concierge Services

- Fulltime  
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Positions Summary:

To perform this job successfully, an individual must be professional with good communication skills and must be able to perform general administrative support duties.  Timely and accurate work is necessary to effectively discharge the duties of this position.  This position reports directly to the Property Manager.  A full working knowledge of the Great West Property Management Policies and Procedures Manual is required in order to ensure compliance thereof.

The following list of responsibilities for the TSC position should be viewed as the minimum expectation and not an exhaustive list.  Job functions may be added or deleted from this job description as necessary, depending on the level of staffing at the property.

Tenant Relations: 
  • Greet all tenants and visitors entering the lobby of the building.
  • Act as the point of reference for tenants who need assistance.
  • Acquire extensive knowledge of the building and the nearby venues and businesses to effectively answer tenant questions.
  • Answer incoming phone calls and handle tenant issues and work orders.
  • Keep manager informed of activities and events involving tenants.
  • Review, update and revise the Tenant Handbook as necessary. Coordinate distribution of updates or revisions to all tenants.
  • Prepare tenant correspondence as directed by manager regarding building holidays, upcoming events, etc.
  • Assist with all tenant move-in/move-out arrangements, notifications, authorizations, and collect certificates of insurance as necessary.  Ensure all items on the Tenant Move-In Checklist are completed for each new tenant. 
  • Keep Emergency Procedures Plan up-do-date, ensuring all tenants have a copy of the plan. 
  • Coordinate annual fire warden training and evacuation drills.
  • Assist with preparation and organization of all tenant events, including welcome gifts, lobby events, food trucks, etc.
  • Prepare and/or proofread monthly newsletter (if applicable).
  • Handle all calls regarding maintenance, cleaning or any problem with tenants or vendors that may arise.
  • Distribute and follow up on work orders to appropriate staff.
  • Review work orders daily in IMPAK noting completion times or dates if beyond acceptable limits and report to Property Manager.
  • Ensure all tenant and vendor contact information is accurate and completed in all building systems.
  • Coordinate any special cleaning needs with janitorial company.
  • Assist with the valets and security officers at the property by communicating building procedures, and daily and nightly events and clearances.
  • Schedule valet shifts and coordinate coverage.
  • Conduct periodic property inspections to ensure property is clean, operating properly, and any new items addressed by the appropriate staff or vendor in accordance with agreed procedures.
  • Assist with scheduling contractor work throughout the building and accurately communicated impact to tenants.
  • Oversee all aspects of the card access system.  Handle all tenant and vendor requests relating to building/parking access cards.
  • Maintain and keep current, all tenant and vendor certificates of insurance in IMPAK or approved COI tracking form and run a report monthly for inclusion with the monthly reports.
  • Update tenant, vendor and emergency contact lists as changes occur.
  • Assist Leasing Agents as needed.
  • Act as an effective liaison between tenants, vendors, engineers, and manager by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner.
  • Provide direct administrative support to manager, engineers and valets including answering and directing calls, greeting visitors, answering tenant/visitor questions, ordering supplies, preparing and distributing correspondence, preparing and distributing mail, scheduling and coordinating meetings, etc. 
  • Prepare payables by coding invoices in Avid, check for accuracy, obtain approval(s).
  • Prepare Tenant Adjustment forms for all bill backs to tenants.
  • Perform other duties as assigned by manager.
If employed in Colorado, the [salary][hourly rate] for this position generally ranges between $50,000 and $52,000. This range is an estimate, based on potential employee qualifications, operational needs and other considerations permitted by law.  Actual salaries will vary and may be above or below the stated range based on various factors including, among other factors, location, education and training, experience, internal pay alignment, and performance.  A potential new employee’s salary history will not be used in compensation decisions.  Many candidates’ compensation will start in the bottom half of the stated range.  This role is also eligible to participate in a merit-based  annual bonus award. In addition, EverWest provides a variety of benefits to employees, including health insurance coverage, an employee wellness program, life and disability insurance, a retirement savings plan, paid holidays and paid time off (PTO).    This information is provided in connection with the Colorado Equal Pay for Equal Work Act, and similar positions located outside of Colorado may or may not necessarily receive the same compensation.

EverWest is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.