Tenant Services Coordinator

**Purpose**:
The Tenant Services Coordinator is responsible for the day to day operations of the assigned property.

**Main Responsibilities**:

- Ensure that contractors complete preventative maintenance and repairs respecting the building’s operational/mechanical systems, as per the budget. Report all anomalies requiring outsourced services to the Property Manager.
- Conduct regular interior, exterior and roof inspections of the properties for damage and arrange repairs in accordance with the budget.
- Conduct regular inspections of the property’s exterior, property’s service rooms - such as electrical and plumbing closets, the property’s housekeeping condition and/or damage and perform or arrange repairs.
- Ensure signage and lighting is in good working condition.
- Maintain a list of up-to-date and accurate emergency contact information and regularly review the procedures for life safety, emergency response and the fire safety plan.
- Monitor building security system, fire alarm panel and sprinkler system regularly for proper operation and report any discrepancies.
- Ensure all health, safety, and security procedures are adhered to and areas of concern are reported to the appropriate parties in a timely manner in order to limit exposure to liability and loss.
- Inspect and test fire protection equipment and systems at recommended intervals for proper operation in order to meet legislative requirements and ensure tenant and customer safety.
- Be fully conversant with the Fire Safety Plan and complete your duties as described including assisting in required fire drills.
- Once approved by the Property Manager, coordinate and schedule all required maintenance or repair/replacement with the appropriate service provider.
- Ensure service contracts are enforced, service levels are achieved, and contractors are adequately supervised when on-site. Report all anomalies to the Property Manager forthwith. Ensure all contractors have WSIB and insurance coverage.
- Respond to the tenant’s concerns in a timely manner and assist in solving problems as required. Record all services performed.
- Coordinate and supervise delivery of service to the tenant.

**Customer Service Relations**:

- Maintain the highest level of customer service.

Fulfill receptionist duties. Communicate effectively with the tenant and relevant others.
Actively listen and act upon tenant inquiries, concerns and complaints. Hand complaints over to the Property Manager if appropriate.
Program FOB’s, transponders and intercoms.
Coordinate allocation of parking and lockers and keep parking and locker allocation records.

**Tenant Relationships**:

- Maintain a strong relationship with the tenant that reflects admirable customer service.
- Ensure prompt service to the tenant.
- Reasonably enforce the tenant’s rules and regulations.

**Maintenance & Repairs**:

- Supervise trades and suppliers and coordinate all facilities services and repairs pertaining to building and related equipment.
- Respond to all facility emergencies in a timely manner.
- Investigate all requests for repairs in a timely manner of receiving a written request, and advise the property manager.
- Ensure that the building and its environment is clean.
- Supervise cleaning, snow removal and landscaping operations.

**Budgets**:

- Coordinate with operations and accounting to ensure timeliness and accuracy of budgets.
- Assist property manager with collecting data pertaining to preparation of budgets as required.

**Administrative and Office Support**:

- Code all invoices as per the budget.
- Ensure all invoices are invoiced and addressed properly.
- Assist in variance reports.
- Assist the property manager with contracts.
- Assist in completing monthly management report.
- Ensure effective and precise filing of all relevant documents.

Be a supportive team member of the Property Management Team. Take initiative to propose improvements of property administration processes or procedures.

**Safety**:

- Ensure that all life safety systems are inspected as scheduled and that they are in working order.
- Inspect boiler and electrical rooms on a daily basis.
- Inspect all sidewalks and driveways during winter season and correct any hazardous conditions.

**Qualifications**:
Education
- Minimum High school
- WHMIS Certification

Experience
- Minimum of 3 years prior experience.

Skills and abilities
- Actively support SKPM’s values of: honesty integrity, respect and trust.
- Motivated to learn more and grow within this position.
- Looks for ways to improve processes.
- Strong customer service orientation.
- Patient with the ability to listen to others.
- Takes initiative.
- Has a high tolerance to stress.
- Respectful of and compliant of rules and regulations (especially concerning safety).
- Sound judgment & decision making competencies.
- Strong planning and organization.
- Attention to details.

INDLP