ABOUT US
We are a solutions-driven property management company, managing a portfolio of commercial real estate properties (office).
GENERAL
Primary Function: The primary responsibility of this position is to serve as the key point of contact between the management office and tenants, overseeing tenant services and coordinating dynamic programming. In addition to these core duties, the role involves a wide range of administrative tasks, requiring constant multitasking and responsiveness to ensure smooth office operations and seamless communication across various departments. The role demands a proactive, fast-paced approach, handling multiple priorities while maintaining a high level of efficiency and professionalism.
TENANT SERVICES COORDINATOR DUTIES
Events: Manage and assist with over 20 dynamic events throughout the year, ensuring seamless execution of the annual Holidays Under Glass program. Design, create, and execute promotional events and campaigns for Crystal Court, driving foot traffic and engagement. Collaborate with the Accesso corporate concierge team (Accesso Club) to implement a variety of high-impact annual programs, including charity drives, lunch-and-learns, and live performances. Work closely with the City of Minneapolis to coordinate and manage IDS Center involvement in municipal events.
Tenant Relations: Proactively engage with tenants utilizing property amenities, ensuring they have everything they need for a seamless and enjoyable experience. Actively respond to a variety of tenant requests, from assisting with the procurement of tickets for shows and events to providing detailed information on local happenings and attractions. Coordinate with different departments to swiftly address any additional needs, ensuring tenants' satisfaction and fostering a vibrant community atmosphere.
Tenant Lounge (41st Floor): Take charge of activating and overseeing the space, ensuring a dynamic flow of activities and services throughout the day. Coordinate and manage space rentals and events, ensuring seamless execution from start to finish. Regularly engage with users to foster a vibrant community experience. Perform daily maintenance on coffee machines and monitor the quality of products available to tenants, maintaining a high standard of service. Additionally, oversee the timely ordering of all Tower Club supplies from a third-party vendor, managing bi-monthly restocks and ensuring smooth operations at all times.
Technology: Oversee and manage the website, ensuring it remains up-to-date with accurate content and functionality. Regularly update and maintain Tower lobby tenant directories and critical tenant information in Yardi, ensuring seamless access and accuracy. Handle after-hour emergency contact details, ensuring they are always current and accessible. Proactively manage and update social media accounts, engaging with audiences and responding promptly to inquiries.
Yardi: Oversee and manage the Yardi FM work order system, dispersing workorders to the correct parties. Upload vendor invoices into Yardi Payscan, confirm invoices are accurate and work is complete. Own and manage tenant contacts within Yardi, contact information is updated and accurate, and leases are sent to correct parties within corporate.
ADMINISTRATIVE OFFICE DUTIES
Phone: Manage and redirect incoming calls while also covering for employees who are away from their desks, ensuring seamless communication and prompt response times. Handle multiple lines and inquiries simultaneously, prioritizing urgent matters and ensuring no calls are missed.
Front Desk Tasks: Act as the first point of contact for visitors, greeting them warmly and offering a selection of refreshments such as coffee, tea, soda, and water. Responsible for ensuring the lobby and front desk areas are always neat, organized, and welcoming to guests. The position requires flexibility, as you will occasionally need to step away from your desk to manage various responsibilities, all while maintaining a high level of professionalism and attention to detail. Ability to balance multiple tasks and anticipate visitor needs is essential.
Mail: Manage the daily flow of incoming and outgoing mail, ensuring timely date stamping, sorting, and distribution. Prepare and dispatch outgoing mail, including Federal Express packages, coordinate courier services, and handle high-priority tasks for the accounting department, such as sending tenant letters and other critical communications on a regular basis.
Conference Rooms: Responsible for managing and coordinating the scheduling of building conference rooms using Yardi and Commercial Café, ensuring that all bookings are handled efficiently, and all resources are properly allocated. Oversee the checkout and return of conference room keys, logging key transactions and ensuring that keys are returned in a timely manner. Serve as the main point of contact for tenants using Axis Conference, providing IT support and troubleshooting any technical issues to ensure smooth operation of conference room technology. Responsible for the scheduling of the management office conference room, ensuring it is available for meetings and properly prepared. Assist with beverage and copy requests to ensure all logistical needs are met. After each meeting, ensure the management office conference rooms are cleaned and organized, maintaining a professional and neat environment.
Break Room: Manage the efficient operation and upkeep of the break room, ensuring it is clean, organized, and fully stocked at all times. Responsibilities include running and emptying the dishwasher in the evenings and mornings, maintaining the cleanliness of break room countertops, tables, and kitchen equipment, and ensuring a tidy, welcoming environment. Also responsible for tracking and ordering break room supplies from a third-party vendor every two weeks, ensuring inventory levels are consistently monitored and replenished.
Leasing: Support and coordinate with the third-party brokerage team on a wide range of leasing activities, including ensuring accurate tracking of lease documents, managing and maintaining lease files, and providing timely assistance with document preparation and revisions. Collaborate closely with the Asset Manager on comprehensive lease administration, encompassing the frequent updating of the Stack Plan, the processing of lease and amendment documents, and the efficient organization and filing of critical documents.
General Administrative Duties: Includes the management and upkeep of tenant and vendor certificates of insurance, as well as maintaining detailed office, staff, tenant, and emergency contact lists. The role ensures the seamless operation of office equipment by tracking maintenance schedules and expiration dates, while also producing meeting minutes for monthly staff meetings. Additionally, it coordinates and prepares essential communications, including tenant mailings and manuals. The position involves handling petty cash distribution, organizing meetings and luncheons, and serving as a notary
EDUCATION
• High School Diploma (or equivalent)
• Associates Degree (AA/AS)
QUALIFICATIONS
• Experience and/or training in Commercial Property Management (Office) is a plus
• Proficient with Yardi/Microsoft Office
SKILLS
• Excellent written and verbal communication skills
• Strong organizational and time management skills
• Ability to solve problems involving several options and situations
• Team player
• Customer service skills
COMPENSATION
Commensurate based on qualifications & experience per year
POSITION TYPE
Full-Time
BENEFITS
Benefits include medical, dental, vision, life insurance, short-term disability, company match 401K, vacation and holiday pay.