Tenant Services Coordinator

Northwestern Medicine; Chicago (IL); On-site; USD 55,000 - 75,000; Full time

Job summary

Northwestern Medicine is seeking a Tenant Services Coordinator to serve as the primary contact for Property Operations customer service and to coordinate tenant requests across departments.

Responsibilities include prioritizing service needs, directing staff, resolving complex tenant issues, and maintaining vendor relationships while adhering to budgets and contracts. Strong communication, budgeting awareness, and teamwork are essential.

Qualifications

• Bachelor’s Degree or 4 years of experience in a business office or other professional environment.
• Strong leadership, organization, planning and time management skills.
• Strong personal computer skills (Word, Excel, PowerPoint, Visio).
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Demonstrated problem solving skills.

Responsibilities

• Provide a single point of contact for Property Operations customer service.
• Face-to-face tenant contact may be required.
• Assess tenant and service needs and prioritize requests.
• Direct and monitor service requests to assigned staff.
• Resolve complex situations involving tenants and visitors with manager guidance when needed.

Skills

Leadership

Organization

Planning

Time management

Verbal communication

Written communication

Customer service

Problem solving

Interpersonal skills

Education

Bachelor’s Degree

Tools

Word

Excel

PowerPoint

Visio

Job description

Description

The Tenant Services Coordinator reflects the mission, vision, and values of NM, adheres to the organization’s Code of Ethics and Corporate Compliance Program, and complies with all relevant policies, procedures, guidelines, and all other regulatory and accreditation standards.

Responsibilities:

• Provide a single point of contact for Property Operations customer service demonstrating a positive, enthusiastic customer service experience.
• Performing this function often involves face-to-face tenant contact.
• Assesses tenant and service needs for the property and assigns priority to each request.
• Directs and monitors service requests to assigned staff.
• Resolves complex or critical situations involving tenants and visitors: consults manager for guidance as needed (e.g., complaints, etc.) or provides recommendations for resolution to manager.
• Facilitates a multi-disciplinary and collaborative approach to tenant and visitor customer service and interdepartmental problem solving/service delivery.
• Identifies, analyzes, and communicates key tenant service issues/trends and reports findings and recommendations to management.
• Provides vendor and contractor management through scheduling of services, adhering to contract requirements including insurance compliance, obtaining bids, processing of requisitions and invoices, managing purchase orders, and meeting with account representatives to ensure customer satisfaction.
• Assists in the preparation of the annual expense budget, provides proposals to tenants for additional services and coordinates billing in accordance with the lease, and coordinates building expense projects.
• Independently plan and executes activities such as room scheduling, signage, catering, support staff and equipment, and preparation and distribution of notifications, in support of projects and meetings as appropriate.
• Assists with developing and maintaining policies, procedures, reference material and related tools with team and Manager to ensure tenant/visitor satisfaction goals are met.
• Authors responses on behalf of Manager or department.
• Performs other duties as assigned by Manager.

Additional Responsibilities:

• Utilizes appropriate resources within the institution, division, and department to manage and complete each assigned task and/or project.
• Develops and maintains relationships with all customers and suppliers, especially vendors who support equipment within the department.
• Provides support to Division Director and Vice President as needed.
• Plans, executes, and resolves all routine technical needs of the Property Operations office.
• Sets meeting priorities, identifies objectives and materials needed for meetings, and exercises judgment to ensure appropriate parties attend meeting.
• EOE Minorities/Women/Disabled/Veterans.
• VEVRAA Federal Contractor.

Qualifications

Required:

• Bachelor’s Degreeor 4 years of experience in a business office or other professional environment
• Strong leadership, organization, planning and time management skills.
• Strong personal computer skills (Word, Excel, PowerPoint, Visio).
• Excellent verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Demonstrated problem solving skills.

Equal Opportunity

Northwestern Medicine is an equal opportunity employer (disability, VETS) and does not discriminate in hiring or employment on the basis of age, sex, race, color, religion, national origin, gender identity, veteran status, disability, sexual orientation or any other protected status.

Background Check

Northwestern Medicine conducts a background check that includes criminal history on newly hired team members and, at times, internal transfers. If you are offered a position with us, you will be required to complete an authorization and disclosure form that gives Northwestern Medicine permission to run the background check. Results are evaluated on a case-by-case basis, and we follow all local, state, and federal laws, including the Illinois Health Care Worker Background Check Act.

Artificial Intelligence Disclosure

Artificial Intelligence (AI) tools may be used in some portions of the candidate review process for this position, however, all employment decisions will be made by a person.

Benefits

We offer a wide range of benefits that provide employees with tools and resources to improve their physical, emotional, and financial well-being while providing protection for unexpected life events. Please visit our Benefits section to learn more.

Sign-on Bonus Eligibility (if sign-on bonus offered for position):

Internal employees and rehires who left Northwestern Medicine within 1 year are not eligible for the sign on bonus. Exception: New graduate internal employees seeking their first licensed clinical position at NM may be eligible depending upon the job family.