Tenant Service Coordinator/Tenant Experience Coordinator

Synergy, a leading Boston commercial real estate firm, seeks a Tenant Service Coordinator/Tenant Experience Coordinator for a portfolio of over 8 million square feet, across 50 properties, composed of commercial office, retail, hospitality, and multi-family properties. This individual will perform the administrative functions of the Property Management Team assuring a high level of professionalism in property issues, including timely response to and resolution of any tenant requests or concerns.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Provide support for 3rd party service contracts, draft agreements as needed, and assist Property Manager in their efforts to ensure compliance with Synergy’s policies and procedures.

• Track and file contracts and insurance certificates; maintain follow-up system for expirations.

• Prepare and code invoices for Property Manager’s approval.

• Oversee and calculate all tenant billings including utilities, work orders, purchases, and miscellaneous service requests.

• Review vendor invoices for accuracy and follow up with vendors to resolve billing issues.

• Assist the Property Manager in preparing monthly financial reports, annual budget preparation, and annual expense reconciliations.

• Prepare monthly tenant charges, create statements and distribute to tenants.

• Maintain property and tenant filing system.

• Assist in lease administration activities, including obtaining tenant contacts and insurance information.

• Assist Property Manager in tenant move-in/outs, including communication with tenant, coordination of services, making loading dock and freight reservations, and distributing necessary information.

• Monitor and maintain the property maintenance work order system and visitor entry software, ensuring all have been responded to in a timely manner. Follow up with building tenants and engineering or other property staff to resolve work order issues.

• Assist with scheduling and contracting vendor work throughout the building and accurately communicating impact to tenants.

• Manage tenant amenity center AV equipment, reservations, and events and obtain appropriate documentation from tenants as necessary including the management of waiver collection and filing system.

• Promote and foster positive relationships with tenants and clients and track service calls as required

• Process management and maintenance staff hours, tenant bill back invoices through accounting, expense reports, monthly meter readings of properties, and check requests for review and approval

• Assist in developing the tenant outreach program by organizing tenant events, which includes room setup, catering, coordinating vendors and events details and creating the monthly tenant newsletter in collaboration with the Property Manager.

• Ensure office is stocked with office supplies and other required items to maintain the office

• Provide full administrative support, including answering incoming calls, receiving and distributing mail/packages, typing reports, ordering foods/supplies, maintaining files, producing forms, and distributing correspondence.

• Conduct facility inspections within property as requested by PM team.

• Support regular community programming which may fall outside of normal business hours.

• Schedule and coordinate meetings as requested.

• Other duties as needed to assist in management office and building security.

In addition to competitive salary and benefits, we offer a collegial work environment and an excellent opportunity to continue to develop strong skills and professional growth. Those who have joined us from other firms find the tight-knitted team culture and direct access to leadership very rewarding.

Synergy (synergyboston.com) is a real estate investment and operating company primarily focused on the Boston market. We are one of the largest and most active landlords in the city. We are active members of the Boston business community and have been recognized as Landlord of the Year by the GBREB Commercial Brokers Association (CBA). We are also proud to support numerous organizations that have a positive impact in our city.