Tenant Services Coordinator

Avison Young | US; Honolulu (HI); On-site; USD 36,000 - 40,000; Full time

Job summary

Avison Young in Honolulu, HI is seeking a Tenant Services Coordinator to handle day-to-day property services for tenants, including processing invoices, tenant work requests, and managing certificate of insurance with support from the Property Manager.

The role involves AR support, tenant events, and maintaining vendor and tenant records, ensuring smooth operations and strong tenant relations at the property.

Qualifications

• Strong verbal & written communication required.
• Ability to maintain accuracy and confidentiality in handling tenant data.
• 1–3 years of related experience preferred.

Responsibilities

• Acts as the first point of contact for tenant service calls and requests, directing them to appropriate staff or vendors.
• On-site support for tenant relations, coordinating move-ins/outs and tenant events, and orienting new tenants on policies.
• Prepare vendor service contracts, lease abstracts, and obtain bids for special work.
• Assist with billing, rent collection, invoicing, and data entry in YARDI; coordinate with parties for rent roll-up and monthly owner reports.
• Perform general administrative tasks including filing, phone answering, mail distribution, and preparing reports.
• Backup duties may include card key programming, fire safety coordination, and maintaining emergency manuals.

Skills

Strong verbal and writtenCommunication

Attention to detail

Confidentiality

Customer service

Team collaboration

Tools

YARDI accounting system

Job description

As a Tenant Services Coordinator, you will coordinate the day-to-day delivery of property services to the tenants while emphasizing a positive response to tenant concerns. Process invoices, tenant work requests, manage certificate of insurance process, manage AR, assist with tenant appreciation events, and ensure property is successfully managed as guided by Property Manager.

The base hourly rate is aligned with market data and is estimated between $26.44 to $28.84 (per hour), with the ability to achieve additional compensation through bonus. This hourly rate range reflects base compensation for the position across all US locations. Within this range, individual pay is determined by work location and other factors including relevant education/training, experience, and internal equity.

Responsibilities

• Acts as the first point of contact for tenant service calls, requests, and issues. Directs tenant service requests to the appropriate staff or contract service for resolution including engineering, maintenance, cleaning, mechanical and vendors. Is responsible for issuing and obtaining approvals for tenant work order requests.
• Is the key on-site support staff for tenant relations. Must diligently support and maintain good working relationships with tenants and vendors. Handles tenant move-ins and move outs and assists with the coordination of tenant events. Orients new tenants on building policies and procedures.
• Responsible for preparing vendor service contracts, preparing, and updating lease abstracts, and obtaining vendor bids for special work and/or services.
• Assists property management with day-to-day operation of the property in accordance with policies/procedures, management agreements, and client needs. Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, issuing and updating building pass list, and maintaining other records and files pertinent to tenants and vendors.
• Assists with billing, rent collection, and other tenant charges in compliance with lease agreements. Does coding and processing of invoices, data entry into YARDI accounting system, preparing sundry billings, producing purchase orders for contract materials and services, and requesting W-9 forms from new vendors to set them up in accounting system. Coordinates with all parties for rent roll-up and reconciliation and compiling monthly report to owner.
• Assists with general administrative tasks as assigned including filing, answering phones, distribution of mail, and written correspondence especially to tenants, ordering supplies, computer and data entry work, preparing spreadsheets and reports, greeting visitors and tenants, and logging and dispatching tenant service calls.
• Other assigned duties may include backup for card key programming and data entry, coordination of fire safety meetings and drills, updating and maintaining emergency manuals, maintaining training records, and retention of forms and certificates

Qualifications

• Requires strong verbal & written communication skills, accuracy, and accountability and judgment and confidentiality
• The Tenant Coordinator position functions at a high capacity within the context of a larger team, setting & implementing goals
• One to three years of related experience