Tenant Services Coordinator / Concierge (Property Management)

Tenant Services Coordinator / Concierge (Property Management)

Sagard Real Estate is a real estate investment advisor and operator providing investment management services throughout the U.S. including acquisitions, asset management, development and property management for our investors. With $5.3B in assets under management, our clients invest through separately managed accounts and commingled funds.

Sagard Real Estate is based in Denver with regional offices in New York City, Charlotte, Los Angeles, San Francisco and Austin metro areas.

This role is performed for GW Property Services and is onsite in Denver, CO.

The Tenant Services Coordinator reports to the Property Manager and will work directly with the Accounting, Property Management, and Asset Management teams. While actively supporting the onsite management members, this role will provide customer service to tenants and assist in the day-to-day operations of a dynamic portfolio of office and industrial assets.

Key Job Duties : Administrative :

Act as an effective liaison between tenants, engineers, and managers (including property manager, operations manager and assistant property manager, if applicable) by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner. Provide direct administrative support to managers and engineers including answering and directing calls, greeting visitors, ordering supplies, maintaining files, producing and distributing forms / contracts, preparing and distributing correspondence, preparing expense reports, preparing and distributing mail, scheduling and coordinating meetings, etc.

Accounting :

Prepare payables by coding invoices in AvidX, check for accuracy, obtain approval(s). Collect W-9 forms for input by accounting staff. Collect lien waivers for applicable invoices as directed by managers. Print Aged Delinquency report on the designated day each month and send out delinquency correspondence when directed by managers. Run monthly rent rolls for review and approval by managers. Prepare Tenant Adjustment forms for all bill backs to tenants. Assist team members with budget preparation for the property as requested by managers.

Operations :

Handle all calls regarding maintenance, cleaning or any problem with tenants or vendors that may arise. Distribute and follow up on work orders to appropriate staff. Review work orders daily in IMPAK noting completion times or dates if beyond acceptable limits. Work with engineering staff to ensure discrepancies and address in next staff meeting. Ensure all tenant and vendor contact information is accurate and completed in all building systems. Coordinate any special cleaning needs with janitorial company. Assist with the security officers at the property by communicating building procedures, and daily and nightly events and clearances. Conduct periodic property inspections to ensure property is clean, operating properly, and any new items addressed by the appropriate staff or vendor in accordance with agreed procedures. Assist with scheduling contractor work throughout the building and accurately communicated impact to tenants. Oversee all aspects of the card access system. Handle all tenant and vendor requests relating to building / parking access cards. Maintain and keep current, all tenant and vendor certificates of insurance in IMPAK or approved COI tracking form and run a report monthly for inclusion with the monthly reports. Update tenant, vendor and emergency contact lists as changes occur. Assist Leasing Agents as needed. Any and all other duties as assigned by managers.

Tenant Relations :

Provide superior customer service to all tenants at all times. Answer incoming phone calls, greet tenants visiting the management office, and handle tenant issues and work orders. Keep managers informed of activities and events involving tenants. Review, update and revise the Tenant Handbook as necessary. Coordinate distribution of updates or revisions to all tenants. Prepare tenant correspondence as directed by managers regarding building holidays, upcoming events, etc. Assist with all Tenant Move-In / Move-Out arrangements, notifications, authorizations, and collect certificates of insurance as necessary. Ensure all items on the Tenant Move In Checklist are completed for each new tenant. Keep Emergency Procedures Plan up-to-date, ensuring all tenants have a copy of the plan. Coordinate annual fire warden training and evacuation drills. Assist with preparation and organization of all tenant events, including welcome gifts, lobby events, food trucks, etc. Prepare and / or proof read monthly newsletter (if applicable).

Education and Experience Required :

• High School diploma or equivalent
• AvidX Software experience preferred
• MRI accounting software experience preferred
• Impak Building Software experience preferred

Knowledge, Skills, and Abilities :

Starting Base Salary Range : $59,000 to $62,000 Annually (USD)

Sagard's Commitment to Equity and Inclusion is evident and continuously showcased from dedicated workgroup efforts and programming for recruitment, inclusive culture, retention, and training initiatives throughout our organization. To learn more about Sagard's ESG initiatives and how our inclusion efforts support, visit sagard.com / responsibility.

Sagard's Commitment to Applicants is evident with no discrimination in our recruitment process due to race, color, disability, creed, gender, sexual orientation, gender identification, age, religion, national origin, citizenship, marital status, veteran status, or any protected category by local, state or federal laws.