Tenant Services Coordinator

Overview

When you join Hines, you will embark on a career journey fueled by vision and guided by leaders who set the standards of our industry.

Our legacy is rooted in innovation and excellence, earning us a spot on Fast Company’s esteemed annual list of the World’s Most Innovative Companies for 2024.

Discover endless opportunities to grow and make your mark at Hines.

Responsibilities

As a Tenant Services Coordinator with Hines, you will provide coordinate the day-to-day delivery of property services to the tenants while emphasizing a positive response to tenant concerns.

Responsibilities include, but are not limited to :

• Upload invoices and link purchase orders in Nexus. Follow up on unpaid invoices and outstanding purchase orders.
• Assist Property Manager and Project Accountant on collection efforts for tenant receivables.
• Answer phones and greet guests during Staff Assistant’s lunch hours, breaks, sick and vacation coverage, manage office inventory, mail, courier, admin support to team members, expense reports, filing system.
• Manages bookings, coordinates meeting requests, manages inventory and processes credits / billings.
• Manage and maintain databases for Aware Work Order System (tenants, contractors, vendors, suppliers), VTS Rise Tenant Experience App, Send Word Now, WPS Evac app (fire wardens, persons requiring assistance), building website, elevator screens and tenant contact lists.
• Coordinate tenant meeting bookings and complete meeting minutes with follow up of action items.
• Coordinate vendor meeting bookings and complete meeting minutes with follow up of action items.
• Upload insurance certificates and WCB letters in system, manage database, communicate required information from tenants, contractors and vendors.
• Assist in parking agreements, audits, database and coordination with Parking Manager.
• Assist in storage agreements, audits, database and coordination with Assistant Property Manager.
• Coordinate live updates to tenant manual, design / construction manual, loading dock manual
• Coordinates Tenant move-in / outs, facilitates completion of any punch list items, and distributes checklist to management team.
• Coordinates lobby exhibits, special events, special programs, holiday events, tenant breakfasts, gifts, and promotions.
• Assist with planning, organizing and coordinating quarterly tenant meetings.
• Assists in developing, producing, and distributing building communications. Responsible for all typing related to Tenant Services Coordinator’s job, including : key transmittal letters;

tenant mailing and notifications (. common area building projects).

• Follows-up on daily tenant service requests (. service calls and special service requests).
• Acts as a team member with all employees of the management staff.
• Carries out other duties as assigned by Assistant Property Manager, Property Manager and General Manager.

Qualifications

Minimum Requirements include :

• Bachelor’s degree or currently enrolled and two years completed, from an accredited institution.
• Two or more years of experience in customer service or relations.
• P&L responsibility and budgetary experience.
• Strong initiative and customer service orientation.
• Good interpersonal skills.
• Maintains calm demeanor in emergency situations.
• Establishes a cooperative working atmosphere among staff.
• Exchanges ideas, information and opinions with Staff and Property Management to formulate policies and programs and / or arrive jointly at decisions, conclusions, or solutions.
• Ability to converse with all levels of tenants.
• Ability to understand and read newspapers, periodicals, journals, manuals to remain conversational and knowledgeable of local news and events.
• Ability to operate personal computer.
• Ability to talk / answer telephone.
• Ability to visually inspect building.
• Ability to meet highest attendance requirements and punctuality requirements.
• Ability to detect emergency alarms auditory and / or visual.
• Ability to rearrange the configuration of lobby planters by pushing boxes to various locations in lobby. Ability to arrange holiday decorations, set up tables / flowers / food for special events.
• Ability to make aesthetic decisions based on visual perception.
• Ability to drive and walk to various locations to purchase needed supplies and materials for special events and presentations.

Closing

At Hines, we strive for excellence as a leading global real estate investment manager, driven by our by our belief that real estate is fundamentally about people.

Our diverse portfolio spans $93.2 billion¹ of assets across such property types as living, office, retail, mixed-use, logistics and life science projects all designed to enhance value, connection and inspiration.

Our strategic approach integrates local expertise with global knowledge, taking calculated risks aligned with our convictions to exceed expectations and tailor solutions to our clients' needs.

While our projects are renowned for enhancing cities and pioneering sustainable practices, we recognize that the true driving force behind Hines' success is our 5,000 dedicated employees in 30 countries who draw on our 65-year history to build the world forward.

This is why we prioritize investing in our people, offering comprehensive training, competitive compensation, robust benefits and generous vacation packages.

By centering our focus on the growth and wellbeing of our team, we cultivate an inclusive environment where everyone, including our clients, can thrive.

Hines is proud to be named to Fast Company’s prestigious annual list of the World’s Most Innovative Companies for 2024. ¹Includes both the global Hines organization and RIA AUM as of December 31, 2023.

We are an equal opportunity employer and support workforce diversity.

No calls or emails from third parties at this time please.