Tenant Coordinator

Colliers; Milwaukee (WI); On-site; USD 42,000 - 62,000; Full time

Job summary

Colliers Wisconsin seeks a Tenant Coordinator to support Property Managers and ensure an exceptional experience for commercial tenants. The role emphasizes organization, attention to detail, and proactive tenant relations and admin duties.

Responsibilities include handling maintenance requests, coordinating invoices and insurance tracking, lease administration support, and coordinating tenant events. The position requires strong communication and a client-focused mindset in a fast-paced

Qualifications

• 2+ years in customer service, clerical, or admin roles; CRE experience a plus.
• Strong MS Office skills, especially Excel, for data analysis and reporting.
• Excellent organization, multi-project management, and customer relation focus.

Responsibilities

• Resolve tenant maintenance requests promptly and handle monthly service billing.
• Build positive relationships with tenants, managers, and contractors.
• Coordinate move-in packages and distribute tenant gifts and holiday gifts.
• Plan and organize annual tenant events.
• Code and process vendor invoices; manage accounts payable.
• Track Insurance Certificates and maintain the tracking system.
• Maintain tenant and vendor databases and lease files.
• Assist in lease administration including rent statements.
• Create and maintain lease and property files (hard copy and electronic).
• Prepare bid proposals and service contracts; perform bid comparisons.
• Support building and tenant improvement projects.
• Assist in invoicing work orders, meter readings, HVAC, etc.
• Greet tenants, vendors, guests; provide hospitality and information.
• Schedule meetings, events, and property inspections.
• Troubleshoot computer/phone issues and coordinate service calls.

Skills

Customer service

Administrative experience

Clerical skills

Excel / data reporting

Organization

Communication

Confidentiality

Professional demeanor

Tools

Yardi

MRI

Kardin

Argus

Angus Anywhere

Facility Dude

MRI Workspeed

SmartSheet

Job description

Description

The Tenant Coordinator at Colliers | Wisconsin plays a vital role in supporting Property Managers to ensure an exceptional experience for our commercial tenants. This position requires strong organizational skills, attention to detail, and a proactive approach to tenant relations and administrative duties.

Essential Job Functions

Tenant Relations and Service

• Ensure prompt resolution of tenant maintenance requests and facilitate monthly billing for these services
• Foster positive relationships with tenants, management team, and contractors
• Coordinate tenant move-in packages and manage distribution of tenant gifts and holiday gifts
• Plan and organize annual tenant events

Administrative Support

• Code and process vendor invoices, manage accounts payable, and maintain accurate records
• Track and file vendor and tenant Certificates of Insurance; maintain insurance tracking system
• Maintain tenant contact lists, vendor directories, and other property-related databases
• Assist in lease administration activities including lease abstracting and preparing monthly rent statements
• Create and maintain lease and property files, both hard copy and electronic

Financial and Operational Support

• Prepare and coordinate bid proposals, create service contracts, and conduct bid comparison analysis
• Provide administrative support for building and tenant improvement projects
• Assist in invoice tenant work order billbacks (meter readings, HVAC, etc.)

Communication and Coordination

• Greet and assist tenants, prospective tenants, vendors, contractors, and guests; provide hospitality services
• Answer questions and provide information to stakeholders; ensure effective communication flow
• Schedule and coordinate meetings, special events, and property inspections as needed
• Troubleshoot and address computer and phone system issues; coordinate service calls

Required Skills and Qualifications

• Minimum 2+ years of experience in customer service, clerical, or administrative roles (commercial real estate experience is a plus)
• Proficiency in Microsoft Office suite, particularly Excel for data analysis and reporting
• Highly organized with the ability to manage multiple projects and deadlines effectively
• Strong communication skills with a focus on customer service and relationship building
• Entrepreneurial mindset with a collaborative approach and a commitment to client and team success
• High integrity, professionalism, and ability to maintain confidentiality
• Polished appearance and excellent interpersonal skills for interaction with high-level professionals

Helpful Skills

• Familiarity with property management and accounting software such as Yardi, MRI, Kardin, or Argus
• Knowledge of property facility management software like Angus Anywhere, Facility Dude, or MRI Workspeed
• Proficiency in database and project management software (e.g., SmartSheet)

Questions?

Contact Alyssa Ellis, Senior People Services Generalist 414-278-6829 | [e-mail]