Job Description
Tenant Relations - Operate as front-line representative to provide customer services to tenants receiving calls, fielding requests for services, and dispatching/navigating as needed
- Follow up with tenants to ensure satisfaction with completed work order requests and/or provide conference service coordination.
- Provides emergency and safety information to tenants.
- Coordinate the scheduling of evacuation drills, etc. Prepare proposals and invoices for additional services and utilities.
- Coordinate with Property Manager and vendor to plan tenant events.
- Coordinate security access information requests and emergency contacts lists.
- Manage and update Center Club card list, Datawatch upload and print cards monthly as required.
- Track and provide updates on MAXIMO tenant service requests, and assist tenants with training and troubleshooting in both MAXIMO and Visitorwatch systems.
- Activate/deactivate property access cards.
Accounting - Prepare POs for purchases, service contracts, etc.
- Match PO's with invoices as appropriate when processing for payment.
- Review open PO's weekly and close or accrue as required. Follow up for copies of invoices if PO is received.
- Upload submeter readings to Resource Advisor once per month.
- Prepare billing form for month-to-month parking and other tenant direct pay invoices.
- Assist in budget preparation.
- Monitor and accurately code invoices in the accounting system in a timely manner in accordance with company guidelines.
- Research invoices and follow-up with vendors as needed.
Service Contracts - Prepare required contract documents in DocuSign. Once completed, file as required by CDP nomenclature standards.
- Coordinate service contracts and monitor current contracts to ensure that proper insurance and waiver of lien forms are intact.
- Set up new service contracts in Yardi.
- Maintain tickler file for service contract expirations.
- Maintain up-to-date approved service contract list.
- Submit insurance claims to company.
Administrative Support - Provide administrative support for Property Managers and field personnel, including preparing letters, memos, spreadsheets, purchase order requests for bids and operating procedures as needed.
- Assist in ordering uniforms and provide technology support.
- Order office supplies and plan office events.
- Maintain office equipment and equipment service agreements.
- Maintain lease files and other files as necessary.
- Administer the automated work order system (MAXIMO) and train new engineers on using the software as necessary.
- Maintain COI register to allow quick determination of whether a vendor's COI is active. Reach out for renewal as needed. File copies of active COIs.
- Coordinate with tenants for their recurring vendor lists. Update as needed.
- Review and approve work permit requests. Escalate to CBT, PC, APM or PM as appropriate. File approved work permit requests.
- Perform periodic audit of Maximo users and Datawatch card holders.
Operations - Coordinate with Property Managers and building personnel for tenant move in/move out.
- Contact movers for Certificate of Insurance and provide rules and regulations for after-hours move in/move out.
- Generate tenant "welcome" letter, handbook, and appropriate welcome gift.
- Coordinate with Property Manager for purchase of tenant signage (lobby, suite, and building) in accordance with building specifications.
- Assist as needed in projects to support operations of the building.
- Maintain emergency contact information for staff and vendors.
- Assist with scheduled updates of emergency action plan and perform role assigned in the plan.
Pay Range: $45,000 - $57,000
CDP proudly offers to all employees working a minimum of 30 hours per week market-leading health benefits including medical, dental, vision and prescription, etc.
Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
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Job Tags
Contract work, Work at office,