Tenant Services Coordinator

Hines; Toronto; On-site; CAD 65,000 - 90,000; Full time

Job summary

A leading real estate investment manager is seeking a Tenant Services Coordinator in Toronto. This entry-level role involves maintaining tenant relationships, coordinating move-ins/outs, and managing communication databases while supporting the property management team. Ideal candidates will demonstrate strong communication and multitasking skills and have a preference for those with experience in similar roles.

Qualifications

• Two or more years of related experience preferred.
• Excellent interpersonal and communication skills.
• Attention to detail, organization, and strong multitasking abilities.

Responsibilities

• Maintain positive tenant relationships through effective responsiveness to inquiries.
• Support property management in tenant relationship management.
• Develop and manage tenant communications database.

Skills

Interpersonal skills

Communication skills

Attention to detail

Multitasking

Education

High school diploma

Job description

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When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry. Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies, as well as recognition as one of U.S. News & World Report’s Best Companies to Work For in 2024. Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

In conjunction with the Assistant Property Manager, Property Manager and General Manager, the Tenant Services Coordinator plays a key role in maintaining a consistent and proactive tenant relationship management strategy and tenant services program. Responsibilities include, but are not limited to:

• Support the property management team in the preparation and implementation of initiatives to uphold and elevate the quality and effectiveness of tenant relations strategy. This will be accomplished by maintaining positive tenant relationships through professional and effective responsiveness to all tenant inquiries in a timely matter, proactive consideration of tenant issues, and ensuring tenant expectations/lease expectations are being consistently met.
• Tenant Relationship Management Program – Support the property tenant relationship management program, via leadership of the Salesforce Tool
• Develop, manage a tenant communications database and distribute all relevant tenant/building communications; support property management with tenant transmittal letters; tenant mailing; etc. Maintain and proactively update property website, including tenant manuals and forms.
• Act as direct tenant liaison to ensure that all tenant construction activity and/or landlord work are well-coordinated, organized and proactively managed, and in fulfillment of lease obligations;
• Coordinates Tenant move-in/outs, facilitate completion of checklist items and distribute checklist to management team.
• Support building presentation to ensure best-in-class image is always upheld at the complex;
• Provide ongoing assistance in the fulfillment, upkeep and performance metrics of property amenity resources: Conference Centre, Fitness Centre, Sky Lobby, Bike Room, Freight Elevator, FoodHall, Park, etc.
• Maintain and update tenant files and vendor files, including Tenant/vendor contact list, and tenant/vendor insurance (myCOI) are complete, accurate and current
• Assist the Community manager in the planning and execution of the marketing program and deliverables; Assist the Property Management team in the coordination of tenant and community special events.
• Monitor loading dock log deliveries and riser room access request - coordinate information flow between security, operations, and tenant & coordinate access requests, including pass card, parking requests and service bookings;
• Assist Property Manager and Project Accountant on collection efforts for tenant receivables
• Assists in preparation of Quarterly Ownership Reports and Annual Plan/presentations. Assist with the processing and coding of all property operational expenses.
• Meet with property management team, tenants, vendors, contractors and senior management as needed to review and provide support to resolve operational challenges and implement new initiatives;
• Support & follow-up on daily tenant service requests and inquiries (e.g. Building Engines service calls and special service requests, e-mail correspondence), in a timely manner.
• Other responsibilities and/or projects as assigned from time to time.

Qualifications

Minimum Requirements include:

• High school diploma or equivalent from an accredited institution preferred
• Two or more years' of related experience preferred
• Excellent interpersonal and communication skills
• Attention to detail, organization, and strong multitasking abilities

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people. Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects – all designed to enhance value, connection and inspiration. Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward. This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages. By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

No calls or emails from third parties at this time please.

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Strategy/Planning and Customer Service

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