Property Administrator/Tenant Services Coordinator

Property Administrator/Tenant Services Coordinator

Since our inception in 1980, RPW Group has become a premier owner and developer of commercial property in the New York tristate area. Our specialty is the acquisition and repositioning of underperforming assets using our vertically integrated business model. To date, we have owned and developed more than 10 million square feet of space, and we continue to build on that. We invite you to join our dynamic and growing company headquartered in Rye Brook, NY.

• RPW Group is seeking a Property Administrator to provide direct support to the Property Management team in coordinating the day-to-day activities of the building staff and contract services, addressing tenant requests, and maintaining property administration. The Property Administrator is also cross functionally in charge of tenant services coordination and is expected to develop and maintain strong working relationships with the tenants in multiple facilities and is required to interface with personalities at all levels. As a Property Administrator you will be accountable to manage and resolve timely responses to tenant requests or concerns with professionalism and sensitivity. Coordinates effectively with the Leasing team, property management, and on-site staff to schedule coordination of tours

Essential Functions and Responsibilities:

• Acts as the first point of contact for Commercial Class A tenants: service calls and work order requests. This person will serve as tenant liaison to assist the property management team, and will always maintain a high level of tenant satisfaction
• Directs tenant service requests and scheduling work to the appropriate staff or contract service for resolution including engineering, maintenance, janitorial and vendors
• Communicate with building engineers, maintenance, cleaning staff and 3rdparty vendors to ensure timely response to tenant requests or other building issues to ensure exceptional property administration and tenant customer service
• Coordinate and notify key building staff, tenants etc. of daily vendor services scheduled and construction activities at the property
• Coordination of loading dock scheduling, freight elevator usage
• Responsible for issuing and obtaining approvals for tenant/building work order requests, obtaining estimates, and tenant work order invoicing
• Understands lease terms and consults lease documents related to tenant services and the obligation of LL and tenant
• Maintains vendor, tenant records and emergency contacts in Building Engines portal
• Prepare emails/memos to tenants for building wide communications
• Handles new tenant on-boarding communications and coordination; orients new tenants on all building policies and procedures; tenant move-ins and move-outs and assists with the coordination of tenant events
• Responsible for assisting in preparing vendor service contracts and coordinating requests for obtaining vendor bids for special work and/or services
• Assist in obtaining and filing tenant and vendor insurance certificates, maintaining tenant contact list, emergency contact lists, maintaining building wide files and files pertinent to tenants and vendors. Schedules and coordinates building/tenant construction access
• Maintain tenant signage
• Ensures the preparation and coordination of tenant fire safety meetings and drills
• Updates and maintains building documents, tenant manuals, forms, and certificates
• Routine checks vacant spaces and common areas/restrooms
• Oversee inventory management and coordinates with division supervisors, the ordering and tracking of supplies
• Perform other job-related duties as assigned

Qualifications:

• 2-4 years of prior related experience in commercial building tenant services or property administrator capacity or similar experience in customer service principles and practices
• Experience or familiarity with commercial real estate preferred
• Professional demeanor and superior customer service skills
• A strong sense of urgency and ability to meet deadlines
• Must be adaptable and flexible to constantly changing schedules
• Excellent organizational and time management a must
• Excellent interpersonal skills "Team Player" perspective in the workplace
• Outstanding verbal and written communication
• Innovative and resourceful to implement effective best practices
• Ability to prioritize workload and handle multiple tasks/projects
• Strong attention to detail and proficiency with Microsoft Office Suite
• High school diploma or general education degree (GED)
• Proficient in MS 365, Outlook Email, Excel and other basic programs
• Ability to work independently and with minimal directions

Physical Requirements:

• Position involves work in a general office environment. Typically involves sitting for extended periods of time and operating a computer
• May involve periods of standing and movement between departments, floors, and property to facilitate work
• Position involves conducting property tours which may include walking and/or climbing stairs

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Following State and CDC guidelines.

Experience:

• Commercial Real Estate: 2 years (Preferred)

Work Location: One location