Tenant Services Coordinator

Tenant Services Coordinator

JOB DESCRIPTION

Company Background

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Boston, Washington DC, Austin, and New York City.

Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people.

A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

DivcoWest is seeking a Tenant Services Coordinator to join our commercial property team at Cambridge Crossing in Cambridge, MA.

This is a position that can offer the right candidate a wide range of responsibilities and experience. The Tenant Services Coordinator position requires someone who is highly organized, interested in learning, and attentive to detail.

The ideal candidate for this position should be comfortable contributing in a busy, team-based environment and interacting with stakeholders at various levels within and outside of the organization.

This position will report directly to a Property Manager.

Note : this role will work on Class-A office / lab / retail properties and open space areas; there is no direct residential management component.

This role requires 5 days in office at our 222 Jacobs Street, Cambridge, MA location.

About the Location

Cambridge Crossing (CX) is a 43-acre transit-oriented mixed-use urban development consisting of existing and planned office, life science (lab), retail, and residential properties, along with 11-acres of open space.

Interested candidates should send their resumes to [email protected].

Primary Duties and Responsibilities

Property Administrative Functions

• Operate multi-line phone system and radio systems effectively. Screen and / or forward calls to appropriate staff.
• Welcome visitors and clients in a professional, courteous, and helpful manner.
• Act as liaison between tenants and property management for property-related issues.
• At the direction of the property manager, visit tenants to address any concerns, i.e., janitorial, pest control, etc.
• Draft tenant memos and letters.
• Assist with updating and maintaining tenant handbook, order tenant move-in gifts, order holiday gifts, and assist with planning of tenant events.
• Review and manage Certificates of Insurance for vendors and tenants via Jones software.
• Enter Work Orders in Prism system. Dispatch / assign work orders accordingly and close-out in a timely manner.
• Produce vendor contracts, maintain vendor files, and supervise vendors as requested.
• Maintain contacts lists and emergency information, hard and soft copy, and other property files.
• Support annual expense budget preparation including, but not limited to, gathering vendor quotes for contracted services.

Accounts Receivable / Payable Functions

• Scan, enter, and code invoices in Nexus Payables processing system. Prepare necessary check requests and input related data for processing within established guidelines.
• Research and respond to internal and external Accounts Receivable (AR) and Accounts Payable (AP) inquiries. Research invoices and payments to insure timely and accurate payment.
• Review and send out monthly Rent Statements, respond to tenant inquiries, and monitor and report any delinquencies.
• Follow up on all delinquencies via Management Reports Inc. (MRI). Obtain aging report for property manager and deliver standard tenant correspondence to address delinquencies.
• Create tenant billbacks and generate invoices via Prism.
• Assist in tenant account adjustments, reclasses, and accruals.
• Assist in review of monthly tenant rent statements.

General Functions

• Collect, sort, and distribute incoming mail daily.
• Prepare mailings for delivery via USPS, FedEx, UPS, and / or courier.
• Schedule any maintenance required for office machines and computers.
• Order office and building supplies, business cards and stationery.
• Arrange for printing and delivery of building signage on an as-needed basis.
• Order hospitality supplies and keep a well-stocked kitchen / refrigerator.

Qualifications

• 4-year college degree preferred.
• 2-years administrative, clerical, accounting, or tenant services / customer relations experience.
• Prior experience working in property management, commercial real estate, or financial services industries preferred.
• Management Reports Inc. (MRI), Prism / Building Engines, and Nexus Payables or similar systems experience preferred.
• Understanding of general accounting and financing a plus.
• Working knowledge of accounts payable, receivables, and expenditures is desired.
• Experience with data entry, basic reporting, filing, answering phones, and scheduling.
• Excellent verbal and written communications skills, pleasant and courteous demeanor, and a customer service-focused mindset.
• Present a professional, positive image that reflects well on the organization.
• Reliable and punctual.
• Demonstrated digital and computer skills, including proficiency in Microsoft Office Products (Excel, Word, Outlook, Teams, and PowerPoint).
• Ability to work independently and within a team to build relationships and interact effectively with all members of the company.
• Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload to meet property and client needs.
• A desire to work within a diverse, collaborative, and professional environment.

The person in this position must be able to :

• Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.
• Occasionally move about the office to access file cabinets, office technology, and attend meetings etc.

Compensation :

• $62,000-$67,000
• Annual bonus opportunity
• Full benefits

Divco West Services, LLC ( Company ), an equal opportunity employer, is committed to equal opportunity for all employees and applicants.

The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.

We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses.

Please review our company Privacy Policy regarding the use of any personal information you provide us at :

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment.

This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.