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Tenant Service Coordinator

2 months ago

Ottawa, Ontario, Canada Crown Property Management Inc. Full time
Job Summary

Crown Property Management Inc. is seeking a highly organized and detail-oriented Tenant Service Administrator to join our team. As a key member of our property management team, you will be responsible for providing exceptional customer service to tenants, vendors, and visitors to our properties.

Key Responsibilities
  • Deliver Excellent Service
    • Establish and maintain professional relationships with tenants, vendors, and building staff to ensure efficient operations within the property.
    • Assist other departments with tenant events, such as holiday breakfasts and summer BBQs.
    • Support and execute Tenant Experience and Marketing initiatives to enhance service.
    • Provide concierge-type services to tenants as approved by the Director of Property Management.
    • Coordinate with tenants on move-in and move-out processes.
    • Assist with parking administration and coordination with third-party parking management.
    • Coordinate on-site fitness classes for tenants.
    • Conduct cleaning inspections as directed or required.
  • Maintain Quality Building Premises
    • Have a complete understanding of the Fire Plan for the building.
    • Assist with annual fire drills.
    • Maintain tenant fire warden lists.
    • Provide voice announcements for all building emergencies, including bomb threats, power failures, and fires, as outlined in the Fire Plan.
    • Coordinate with the Compliance Coordinator on annual Fire Warden meetings and fire drills.
  • Ensure Efficient and Effective Building Operations
    • Program access cards for tenants and contractors and perform periodic access card audits.
    • Independently respond to basic tenant and general inquiries and escalate complex queries to the appropriate parties.
    • Assist with processing invoices.
    • Assist with preparing all written communications, minutes, letters, etc.
    • Maintain and update emergency contact lists.
    • Assist with coordinating new tenant moves, including assigning and tracking access cards, parking, signage, etc.
    • Assist with administering the Tenant Request and Preventative Maintenance program.
    • Assist with arranging tours for prospective tenants and providing floor plans and marketing information to brokers and potential tenants.
  • Provide Support to Other CPMI Team Members
    • Provide administrative support as required to the Property Manager and Property Management Team.
    • Provide backup support to the Property Administrator and Administrative Assistant with tasks such as posting rents, processing invoices, and other A/P and A/R duties.
    • Provide administrative, invoicing, and coordination support to the Tenant Experience and Marketing teams.
    • Provide administrative support to Senior Management.
    Qualifications
    • Minimum high school diploma.
    • Post-secondary education preferred.
    Professional Experience
    • 2+ years of relevant office experience or a combination of education and experience.
    • Advanced Microsoft Office (Word, Excel, PowerPoint, and Outlook) is required.
    • Yardi experience.
    • Excellent tenant relations skills.
    Personal Competencies
    • Supports a teamwork environment with a positive and professional attitude.
    • Open to learning and developing new skills/knowledge.
    • Focused on results, anticipating problems, identifying solutions, and taking action.
    • Understands all aspects of the job and its impact on business goals.
    • Proactively assesses and responds to workflow deficiencies and adheres to CPMI policies.
    • Willing to go the extra mile to understand and respond to tenant/customer needs.
    • Flexible to changing work conditions, including interruptions and multi-tasking ability.
    • Behaves and makes decisions that support CPMI goals and objectives.
    • Conducts business consistent with sustainability.
    • Strong written and verbal communication skills.
    • Ability to work independently and under pressure, dealing with deadlines.
    • Demonstrates integrity in decision-making, listening, and treatment of others.