Tenant Experience & Operations Coordinator

Synergyboston; Boston (MA); Hybrid; USD 34,000 - 48,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life insurance

STD & LTD insurance

401(k) plan with company match

Job summary

Synergy is a Boston-based commercial real estate firm seeking a Tenant Experience Coordinator to manage day-to-day administrative and tenant service functions for an assigned portfolio. You will assist the Property Manager with contracts, invoices, rent billing, reporting, and event coordination while maintaining orderly files and strong tenant relations.

The role includes scheduling, vendor coordination, and support for tenant outreach programs, with a focus on timely responses, accuracy, and

Responsibilities

• Provide support for 3rd party service contracts, draft agreements as needed, and assist Property Manager in their efforts to ensure compliance with Synergy's policies and procedures.
• Track and file contracts and insurance certificates; maintain follow-up system for expirations.
• Prepare and code invoices for Property Manager's approval.
• Oversee and calculate all tenant billings including utilities, work orders, purchases, and miscellaneous service requests.
• Review vendor invoices for accuracy and follow up with vendors to resolve billing issues.
• Assist the Property Manager in preparing monthly financial reports, annual budget preparation, and annual expense reconciliations.
• Prepare monthly tenant charges, create statements and distribute to tenants.
• Maintain property and tenant filing system.
• Assist in lease administration activities, including obtaining tenant contacts and insurance information.
• Assist Property Manager in tenant move-in/outs, including communication with tenant, coordination of services, making loading dock and freight reservations, and distributing necessary information.
• Monitor and maintain the property maintenance work order system and visitor entry software, ensuring all have been responded to in a timely manner. Follow up with building tenants and engineering or other property staff to resolve work order issues.
• Assist with scheduling and contracting vendor work throughout the building and accurately communicating impact to tenants.
• Manage tenant amenity center AV equipment, reservations, and events and obtain appropriate documentation from tenants as necessary including the management of waiver collection and filing system.
• Promote and foster positive relationships with tenants and clients and track service calls as required
• Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval
• Assist in developing the tenant outreach program by organizing tenant events, which includes room setup, catering, coordinating vendors and events details and creating the monthly tenant newsletter in collaboration with the Property Manager.
• Ensure office is stocked with office supplies and other required items to maintain the office
• Provide full administrative support, including answering incoming calls, receiving and distributing mail/packages, typing reports, ordering foods/supplies, maintaining files, producing forms, and distributing correspondence.
• Conduct facility inspections within property as requested by PM team.
• Support regular community programming which may fall outside of normal business hours.
• Schedule and coordinate meetings as requested.
• Other duties as needed to assist in management office and building security.

Job description

Synergy is a Boston-based commercial real estate firm seeking a Tenant Experience Coordinator to manage day-to-day administrative and tenant service functions for an assigned portfolio. You will assist the Property Manager with contracts, invoices, rent billing, reporting, and event coordination while maintaining orderly files and strong tenant relations.

The role includes scheduling, vendor coordination, and support for tenant outreach programs, with a focus on timely responses, accuracy, and