Property Operations Coordinator

POSITION SUMMARY: Under direct supervision, the Property Operations Coordinator assists and supports activities for the PacNW Property Management Team.

Specific Duties – include the following, among other duties assigned from time to time,

• Answer incoming calls, as needed, and resolve or route tenant issues to appropriate parties on time.
• Receives tenant calls for work order requests, entering into the work order system and coordinating with appropriate in-house service provider, maintenance technician, or vendor; Follows up on the status of work orders and ensures successful closeout.
• Partners with the team on tenant relations events and programs.
• Coordinates janitorial services, including handling feedback or complaints with the appropriate vendor, informing the Sr. Property Manager.
• Manages and maintains building and tenant signage.
• Researches questionable invoices, as needed or if requested.
• Assist with the coordination and set-up of new tenant move-ins, including Acceptance of Premises document, sending out welcome letters, moving package and tenant handbook to tenants, while ensuring insurance certificates for both tenants and their vendors are in place prior to move-in, setting up janitorial, creating/ordering suite and directory signage, coordinating all with appropriate on-site personnel or property manager and giving appropriate move-in documentation to Lease Accounting Administrator.
• Maintains key card access systems for portfolio buildings, including updating the database and the operating system and issuing cards, etc.
• Maintains and ensures timely updates to the Portfolio emergency contact information book, to include tenant and vendor information.
• Maintain contractor, vendor, and building insurance compliance.
• Support property management in establishing and maintaining a positive tenant relations program, ex. planning and executing tenant events.
• Partner with leasing team to ensure leasing flyers and marketing boards are current.
• Communicate and resolve outstanding tenant issues such as nonpayment of rent, repairs, and maintenance, etc., without delay in a professional and respectful manner.
• Communicate with tenants regarding any property events that may cause disruption in their normal course of business.
• Partner with the Property Manager to perform annual inspection report compliance.
• Perform other administrative tasks and other duties, as needed from time to time.
• Apply tenant rent payment receipts into the Yardi property accounting system.
• Process and approve property invoices in the Yardi (Nexus) property accounting system.