Tenant Services Coordinator

5 months ago

Ottawa, Canada GWL Realty Advisors Full time

**About GWL Realty Advisors**:
GWLRA is a leader in both the commercial and multi-residential real estate industries. Driven by our values of Integrity, Ambition, Creativity, and Empathy, our vision is to be a sustainable company known for exceptional real estate management, trusted advice, and outstanding service by consistently fulfilling our mission to deliver strong, long-term results for our clients.

Our Ottawa team is currently seeking an exceptional Tenant Services Coordinator who will support the property management team in overseeing a portfolio of commercial properties in the downtown core. This is an exciting opportunity for someone looking to enter the world of property management, as the role of Tenant Services Coordinator is a steppingstone into the industry.

We are looking for a professional who is passionate about customer service and interpersonal relations. The incumbent of this position will act as the main resource person with our external and internal partners. If you are an outstanding communicator, a highly organized and proactive person when it comes to solving problems, then this may be the right opportunity for you

**RESPONSIBILITIES**:
**Customer service**:

- Answer all incoming telephone calls and inquiries, service requests from tenants and forward them to building operators and service providers, with professionalism and courtesy.
- Take care of the reception counter, Welcome and help all visitors and direct them to the right person.
- Provide superior customer service to internal and external customers by identifying and understanding their needs.

**Administration and Operations**:

- Administrative tasks, such as updating information in property management systems, creating and tracking work orders for maintenance staff.
- Manage and maintain the Angus Anywhere maintenance management system, including issuing work orders, and all other related reports, as well as data entry of all work orders.
- Follow up with tenants on a regular basis to ensure that the work and requests have been carried out satisfactorily and that the quality of service is optimal.
- Develop and maintain an effective line of communication with staff, tenants and contractors; coordinate with site personnel and liaise with various internal teams.
- Writing and sending notices to tenants.
- Use the property management system to extract various reports.
- Organize the office to ensure that it is tidy and well organized.
- Ensure the proper management and archiving of files.
- Act as a resource person for the Property Management team.
- Establish and maintain good communication with the Property Management team and provide administrative support as needed.
- Maintain the tenant contact information log.
- Be responsible for outgoing and incoming mail services, including courier service requirements.
- Maintain insurance certificates related to tenants and contractors.
- Take care of the office (stationery and supplies (inventory), kitchen, conference room, messaging, equipment, filing and routine correspondence for tenants, contractors and staff members)
- Perform other duties, as required, such as provide back-up coverage to the Property Administration team when needed

**Marketing**:

- Assist in the supervision and coordination of building-related events and tenant appreciation events.
- Maintain event calendars; help coordinate the welcome kit for new tenants and various ad hoc projects.
- Assist with tenant satisfaction surveys

**QUALIFICATIONS**:

- 1+ year of experience in customer service (ideally in real estate or retail),
- Desired administrative experience.
- Experience in property management, an asset.
- Passionate about customer service and always looking for ways to exceed expectations.
- Excellent problem-solving skills and ability to navigate complex situations.
- A highly collaborative person with strong communication skills (written, oral and interpersonal).
- Intermediate level knowledge of Yardi 7S, Angus Anywhere and MS Office (Word, Excel, Outlook and PowerPoint).
- Must be autonomous with a high degree of initiative, resourcefulness, flexibility, autonomy and professionalism.
- Must be able to work in different buildings.
- Bilingualism (English/French) is an asset.

**What we Offer**:

- 3 Weeks of Vacation per year
- 3 Paid Personal Days per year
- Up to $2,000 annual Education Allowance
- Up to $5,000 annual Mental Health Coverage, plus other comprehensive benefits and savings programs
- Up to $400 to use towards wellness annually to help support your financial, physical, and mental wellness

'What we Offer' section only applies to full-time employees.

**Our Business***:
Learn more about our commercial and residential businesses, our values, and careers at GWLRA.

**Our Commitment to Diversity***:
GWL Realty Advisors is an equal opportunity employer. It prohibits discrimination based on age, color, disability, national origin, race, religion, sex, sexual orientation, and any ot

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