Tenant Services Coordinator (Chicago)

Essential Duties and Responsibilities: Responsible for obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, and maintaining other records and files pertinent to tenants and vendors. Update and distribute Tenant Daily/Emergency Contacts lists, Fire Warden email lists, Tenant/Construction/Fire & Life Safety manuals. Oversight of various building environmental initiatives, including tenant communication, tracking and reporting. Assist Property Administrator with tenant move-in and move-out process. Manage assigned building amenities and conduct daily inspections to ensure compliance and readiness. Communicate with tenants regarding work orders and service delivery issues; ensure timely resolution and follow-up. Prepare and prioritize service requests based on urgency. Maintain and distribute the daily internal "night memo," documenting building activity, incidents, maintenance issues, and operational updates. Distribute daily mail received in the management office to the staff and maintain the outlook calendar. Ensure problems are promptly resolved and follow up with tenants as needed. Prepare accurate and timely correspondence to tenants and vendors as directed by SR. PM/GM.Coordinate with designated vendors; monitor performance to ensure compliance with contract terms and specifications. Provide accurate and timely status reports to Sr. Property/General Manager regarding tasks, projects and operational issues. Crosstrain with team members to enhance operational knowledge and support team coverage. Together with the management team, perform quarterly inspections of the building and tracks necessary repairs. Perform daily inspections for areas as designated by Sr. Property/General Manager; completes accurate and timely work orders for the necessary repairs including closing the work order as approved by Sr. Property/General Manager; completes timely inspection forms. Assist with building initiatives, including Glenstar Connect, special events, signage, newsletters, social media, seasonal décor, and other programs as designated. Photograph events and share with Marketing; save materials to the shared drive. Provide reception coverage, including answering phones and managing the work order system. Maintain Glenstar Connect Room, office equipment, office supplies, janitorial supplies, and break room areas. Collaborate closely with the second Tenant Services Coordinator to ensure events are thoroughly planned and executed; provide coverage during absences.

Tenant Relations and Customer Service: Maintain professional, day-to-day relationships with tenants and develop an understanding of their needs through regular formal and informal interactions. Coordinate with management to ensure regular tenant engagement by the General Manager/Sr. Property Manager. Review and discusses ongoing tenant issues with PA/PM/GM.Research and respond promptly and thoroughly to tenant requests for information, service, or assistance. Demonstrate professionalism, courtesy and sensitivity in all interactions. Follow up on work orders to ensure satisfaction and effective resolution. Communicate clearly with tenants regarding timelines and expectations. Develop strong working relationships to serve as a trusted point of contact. Issue tenant communications and memos as required.

Essential Skills and Qualifications: Ability to work independently, multitask, and prioritize effectively. Strong team collaboration skills. Excellent written and verbal communication skills. Outstanding customer service orientation with strong attention to detail. Strong analytical and problem-solving skills. Ability to manage difficult or emotional situations professionally. Demonstrated follow-through and accountability. Experience with property management software (MRI, Angus, or similar) preferred. Proficiency in Microsoft Office Suite.

Education and Experience: 4-year college degree.1-3 years of relevant commercial real estate experience preferred. RPA accreditation/candidacy preferred.