Tenant Services Administrator

Crown Property Management Inc.; Toronto; On-site; CAD 55,000 - 65,000; Full time

Benefits offered by this job

Health benefits

Pension matching

Professional development and dues

Job summary

Crown Property Management Inc. is seeking a Tenant Services Administrator to deliver outstanding tenant experiences across properties.

You will serve as the main contact for tenants, vendors and visitors, manage inquiries, coordinate move-ins/outs, and support events and communications. The role emphasizes customer service, collaboration with teams, and proactive problem-solving to maintain welcoming workplaces.

Qualifications

• Post-secondary education in Hospitality and Tourism, Marketing, Business Administration, or related field, required
• Experience in customer service-driven roles, preferred
• Experience in a hospitality or tourism-focused role, considered an asset
• Must have access to a vehicle and hold a valid G driver's licence to travel between properties
• Proficiency with Microsoft Office Suites, including Word, Excel PowerPoint, Outlook, and SharePoint

Responsibilities

• Maintain and nurture tenant, vendor and visitor relations with professional, courteous communication
• Coordinate tenant move-in/move-out processes including parking, signage and welcome activities
• Review and respond to Tenant Experience Survey results
• Support event planning and engagement activities such as holiday breakfasts and community events
• Assist with safety, emergency preparedness and fire drill activities
• Provide administrative support to Tenant Experience and Marketing teams
• Manage meeting room bookings, office communications and mail/courier services
• Keep records of interactions with tenants and invoices, and maintain filing systems

Skills

Tenant relations

Customer service

Microsoft Office

Communication

Education

Post-secondary education in Hospitality and Tourism, Marketing, Business Administration, or related field

Tools

SharePoint

Word

Excel

PowerPoint

Outlook

Job description

Position Summary

The Tenant Services Administrator plays a vital role in delivering an exceptional tenant experience by serving as a primary point of contact for tenants, vendors, and visitors. This role is highly service-focused, supporting daily interactions, acting as the main point of contact for inquiries, and ensuring tenants feel supported, informed, and valued within their workplace environment.

Key Responsibilities

Tenant, Vendor & Visitor Relations

• Ensure a high level of tenant relations is maintained through regular contact and proactive attention to tenant needs
• Professionally and courteously handle all inquiries, feedback, complaints, or concerns in a timely manner
• Review Tenant Experience Survey results providing responses where necessary
• Foster a strong customer service culture amongst all team members
• Promote usage of tenant-facing technology
• Ensure accuracy and completeness of tenant chargeback invoices, obtaining written sign-off from tenants prior to commencing projects or requests
• Respond to tenant and visitor inquiries, escalating complex issues when needed
• Coordinate with tenant move-in/move-out processes, including parking, signage, and welcome breakfast/tour/presentation, along with closeout walk-through following project completion
• Assist in parking administration and coordinate with third-party parking management
• Maintain, process and distribute tenant correspondence, letters, notices, and memos
• Maintain up to date records of interactions with tenants, including bookings
• Manage the program planning and Tenant Experience Calendar for properties within portfolio, in line with overarching Tenant Experience Calendar
• Review tenant insurance certificates, and other documents to ensure compliance and maintain up-to-date records

Event Planning & Engagement

• Execute tenant events and community-building activities such as holiday breakfasts, BBQs, and appreciation days with guidance from tenant experience team
• Provide administrative support to Tenant Experience and Marketing teams to support campaigns and communications, and increase service levels
• Coordinate on-site fitness classes, wellness programs, and other tenant amenities

Safety & Emergency Preparedness

• Assist with annual fire drills and fire warden meetings, ensuring compliance with fire safety plans, and coordinate maintenance as required
• Maintain and update tenant, vendor, and contractor contact information, including fire warden lists and emergency contacts
• Conduct regular reviews of lists

Operations & Office Administrative Support

• Support the Tenant Request and Preventative Maintenance programs; ensure work orders are completed promptly
• Review and verify tenant insurance certificates annually to confirm they are up to date
• Prepare documents, letters, meeting minutes, and reports as requested through the use of AI templates
• Answer the main telephone line and act as main point of contact for inquiries through Connect by Crown and respond to general inquires
• Maintain online filing systems for correspondence, invoices, and contracts
• Manage meeting room bookings and conference call setups
• Keep office and common areas neat, stocked, and welcoming
• Handle incoming and outgoing mail and courier services

Education & Experience Requirements

• Post-secondary education in Hospitality and Tourism, Marketing, Business Administration, or related field, required
• Experience in customer service-driven roles, preferred
• Experience in a hospitality or tourism-focused role, considered an asset
• Must have access to a vehicle and hold a valid G driver's licence to travel between properties
• Proficiency with Microsoft Office Suites, including Word, Excel PowerPoint, Outlook, and SharePoint

What We’re Looking For

• A service-oriented professional who takes pride in delivering a positive, responsive, and welcoming experience for tenants
• A collaborative team player who contributes to a strong customer service culture
• A strong communicator who builds rapport easily and handles inquiries, concerns, and requests with professionalism and care
• A proactive problem-solver who anticipates tenant needs and follows through to resolution
• Someone who is comfortable using technology and open to learning new tools that enhance tenant engagement and service delivery

Why Join Crown?

Base salary: $55,000-65,000 CAD per year, based on experience and qualifications

Eligibility for discretionary annual performance bonus linked to individual, team, and company goals

• Comprehensive health benefits
• Pension matching program to support your long-term financial security
• Professional development and membership dues coverage

This role is for an existing vacant position

About Us

Crown is a leading real estate investment and management firm with over 20 years of experience transforming office spaces across Toronto, the GTA, and Ottawa. Managing 10+ million square feet and more than $3 billion in assets, we combine smart investments with operational excellence and sustainability.

Recognized as one of Canada's Top Small & Medium Employers, Greater Toronto’s Top Employers, and Canada's Greenest Employers, Crown is committed to building exceptional workplaces, fostering an inclusive culture, and leading ESG initiatives that make a real impact.

Accommodations

Crown is committed to providing reasonable accommodation to candidates with disabilities throughout the recruitment process and during employment, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please contact Human Resources.