Tenant Services Coordinator

Transwestern; Houston (TX); On-site; USD 42,000 - 52,000; Full time

Job summary

Transwestern is seeking a Tenant Services Coordinator to serve as the primary contact for tenants, employees, guests, vendors and visitors, delivering exceptional service while supporting day-to-day building operations.

This on-site role at Canonsburg, PA requires coordinating workplace services, tenant engagement activities, administrative support, vendor management, events, and overall tenant needs with a strong focus on hospitality and professional communication.

Qualifications

• MS 365 Word, Excel and Outlook proficiency required.
• Strong organizational and time-management abilities with the capacity to manage multiple priorities.
• Exceptional oral and written communication with a customer-service orientation.

Responsibilities

• Provide full administrative support for the property management office (phone, typing, reports, filing).
• Draft and distribute tenant communications and notices.
• Schedule meetings and events, including catering and on-site logistics.
• Maintain records for tenants and vendors; manage vendor accounts and onboarding.
• Assist with vendor onboarding, compliance, and service delivery tracking.
• Oversee mailroom operations and maintenance of office supplies.
• Support tenant experience initiatives and workplace engagement programs.
• Coordinate with engineers, security, and building staff for daily operations.
• Ensure certificates of insurance are current for vendors and tenants.
• Support accounts payable activities including coding invoices and expense reports.

Skills

MS 365 Word

MS Excel

MS Outlook

Organizational skills

Time management

Customer service

Communication skills

Hospitality mindset

Education

Associate's or Bachelor's degree in business/admin/hospitality/facilities management/property management

Job description

Transwestern is a vertically integrated commercial real estate firm dedicated to serving investors, partners and clients through expertise in investment, development, brokerage and property management. Our experience spans diverse property types, including logistics, multifamily, retail, mixed‑use, healthcare, office, data centers, hotel, and life sciences. Across 35 offices nationwide, our team is united by a culture that cultivates agility, mutual trust and high performance.

Position Summary

The Tenant Services Coordinator serves as the primary point of contact for tenants, employees, guests, vendors, and visitors, delivering exceptional customer service while supporting day‑to‑day building operations. The role coordinates workplace services, tenant engagement activities, administrative support, vendor management, special events, and overall tenant needs. The Coordinator must demonstrate legendary customer service in all communications with tenants, prospective tenants, owners, and vendors while focusing on productivity and results.

Essential Job Functions

• Provide full administrative support for the property management office, including phone support, typing, reports, filing, and distribution of correspondence.
• Draft and distribute tenant communications, notices, and correspondence.
• Schedule and coordinate meetings and special events, including catering arrangements.
• Maintain accurate records and documentation related to tenants, vendors, and other operational items.
• Administer vendor and utility supplier account setup and ongoing maintenance.
• Assist with vendor and contractor onboarding, setup, and compliance requirements.
• Support vendor performance and service delivery activities as directed.
• Maintain and order office supply inventory.
• Maintain and coordinate snack and beverage amenity for tenants.
• Manage calendar and assist in scheduling.
• Inspect tenant suites and document and cure any deficiencies.
• Oversee building mailroom, including sorting, distributing, and preparing incoming and outgoing mail and parcels.
• Promote and foster positive relationships with tenants, ownership, and vendors.
• Provide white‑glove service for executive and corporate‑level tenants.
• Support and/or plan tenant experience initiatives and workplace engagement programs, including appreciation events, social functions, and special projects.
• Interface with tenants and vendors in daily operations of the building.
• Assist tenants with amenities and office procedures.
• Initiate and execute day‑to‑day operational procedures, interacting with engineers, security, janitors, and other building staff.
• Maintain current certificates of insurance for all vendors and tenants, ensuring coverage compliance.
• Respond positively and promptly to standard building requests.
• Support building fire and life safety programs, coordinating and assisting with fire drills and fire warden compliance.
• Provide accounts payable support, including coding invoices, composing expense reports, posting AP reports, and vendor onboarding.
• Review other A/P and A/R applications as required by the Property Manager.
• Perform additional duties or projects as assigned by the Property Manager and/or Assistant Property Manager.

Position Requirements

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in business administration, hospitality, facilities management, property management, or a related field preferred.
• Minimum of one (1) year of experience in facilities management, property management, hospitality, office administration, customer service, or a related field.
• Intermediate to advanced proficiency in MS 365 Word, Excel, and Outlook.
• Strong organizational and time‑management skills, with the ability to juggle multiple priorities.
• Ability to work evenings and weekends as needed.
• Strict confidentiality concerning sensitive information.
• Strong desire to succeed in an entrepreneurial environment.
• Ability to handle multiple projects, changing priorities, and a continually heavy workload.
• Exceptional oral and written communication skills.
• Strong customer service orientation and attention to detail.
• Exceptional problem‑solving skills.
• Ability to work independently and collaboratively within a team environment.
• Professional demeanor with a hospitality‑focused mindset.

Work Shift & Location

Location: Canonsburg, PA. This dynamic, on‑site role requires presence at the property. Remote or hybrid options are not available. Working on site enables real‑time response, relationship building, and visible impact.

All candidates selected for an offer of employment are subject to pre‑employment background checks, which may include criminal history, education verification, motor vehicle records, credit history, and professional license verification. Employment is also contingent upon a successful drug screen prior to starting with the firm.