Tenant Service Coordinator

Piedmont Office Realty Trust, Inc.; Irving (TX); On-site; USD 38,000 - 62,000; Full time

Job summary

Piedmont Office Realty Trust, Inc. is seeking a Tenant Service Coordinator to support a city-wide portfolio. You will handle reception, tenant requests, contract administration, and work-order systems.

You’ll assist with reporting and maintain tenant relations, while providing backup support to property management and coordinating office operations. Ideal candidates have strong customer service skills, proficiency in Microsoft Office, and the ability to manage multiple tasks in a fast-paced

Qualifications

• Two years of customer service experience required.
• Property management experience preferred.
• High School degree or equivalent required; college degree preferred.
• Proficiency in Microsoft Office.
• Real estate software experience preferred.
• Excellent phone, verbal and written communication skills.
• Must be a self-starter, self-disciplined, and highly organized.
• Routine travel for two to three days annually to company-wide meetings.

Responsibilities

• Tenant Support: manage the tenant system (Angus), dispatch work orders, train tenants and employees, monitor reports and complete work orders.
• Respond to tenant requests, determine urgency, create work orders, and consult with property management.
• Enter tenant requests outside the system and track completion times.
• Coordinate day-to-day tenant communications and after-hours contractor notifications.
• Maintain tenant contact lists and coordinate vendor service dates.
• Manage conference room scheduling and office supplies, setup, and appearance.
• Contract Administration: assist in vendor contract prep, routing, and documentation.
• Prepare and track contracts, ensure required docs are received, and route for execution.
• Record-keeping in accordance with policy.
• Reporting: pull and review tenant system reports with Property Manager.
• Maintain monthly security/access reports and update the access database.
• Other: greet visitors, support Regional/General/Property Manager with tasks, office filing, mail handling, and IT troubleshooting.

Skills

Customer service

Microsoft Office

Verbal communication

Written communication

Self-starter

Organized

Team-oriented

Dependable

Education

High School diploma or equivalent

2-4 year college degree preferred

Tools

Real estate software

Job description

At Piedmont, our mission is to build and transform workspaces that enhance connection and collaboration for tenants, while remaining committed to our stakeholders, employees, and local communities. Going beyond Piedmont’s commitment to a best-in-class built environment, we have dedicated ourselves to fostering a diverse and inclusive culture by empowering employees to share their experiences and ideas to create a culture where there is shared pride, passion, and commitment to excellence, innovation, and respect. Culture is more than just a buzzword to us, our employees are what make Piedmont such a dynamic and rewarding place to work and remain our most valuable resource to work together, be successful, grow the company, and make an impactful difference in the office experience.

The Tenant Service Coordinator primarily performs administrative and clerical work as related to tenant services for a city-wide portfolio and supports property management in other routine functions. The main responsibilities include answering the reception phone, responding to tenant requests, contract administration and administering the tenant work order system. This position is the frontline in customer service, and will identify trends in tenant work orders, and ensure metrics are being met with service requests.

JOB REQUIREMENTS:

• At least two years experience in customer service required, property management experience preferred.
• High School degree or equivalent required, two or four year college degree preferred.
• Proficiency in Microsoft Office.
• Real estate software experience preferred.
• Excellent phone, verbal and written communication skills.
• Must be a self-starter, self-disciplined, and highly organized.
• Must have a strong work ethic, be team-oriented and highly dependable.
• Requires frequent movement and the ability to inspect all areas of the property including the roof and basement. Must be able to stand, sit, or walk for extended periods to greet tenants and vendors.
• Routine physical presence is required at the office to provide general support and backup to co-workers and meet service needs of tenants.
• Routine travel is not required for the position. Requires annual travel for two to three days to attend company-wide meeting.

JOB RESPONSIBILITIES:

1) Tenant Support (50% of Time):

• Administer the tenant system (Angus), including dispatching work orders, training tenants and employees, and monitoring reports and completion of work orders.
• Respond to all tenant requests and calls, determine urgency, prepare work orders, and consult with property management as necessary.
• Respond to and enter tenant requests received outside of the tenant system.
• Monitor work order completion times and elevate as necessary
• Coordinate the day-to-day tenant communications, including after-hours memo notifications of evening contractors, etc.
• Log completed work orders and follow-up on tenant requests to ensure satisfaction.
• Assist in creating the move-in packages for property management to distribute.
• C oordinate the tenant relations program.
• Assist in fostering long-term relations with tenants.
• Maintain current tenant contact list with emergency contacts.
• Coordinate with tenants on scheduling the vendor service dates and times
• Manage conference room scheduling and maintain the appearance, setup, supplies, food, beverage, etc.

2) Contract Administration (30% of Time):

• Assist property management in preparing vendor contracts by setting up property templates, ensuring all required documentation is received and drafting contracts for services in the building.
• Route contract for execution and communicate the status of contract between the vendor and property management.
• Assist in record keeping according to policy.

3) Reporting (10% of Time):

• Assist property management in pulling reports from the tenant system.
• Review reports from tenant system with Assistant Property Manager and/or Property Manager to ensure tenant metrics are being met.
• Maintain and update security access database, which includes programming the cards and generating monthly access reports.

4) Other (10% of Time):

• Greet and host all visitors and answer the reception phone.
• Provide administrative support for Regional Manager, General Manager and/or Property Manager by typing general correspondence, preparing expense reports, etc.
• A ssist with office filing
• Order and maintain office supplies.
• Maintain appearance of the office
• Open, sort, and date stamp incoming mail.
• Monitor radio communications and forward significant issues to property management.
• Assist IT with troubleshooting issues related to the network, printers, scanners, etc.

Equal Opportunity Employer
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