Matan

A deep commitment to community & environment.

Careers

Recognized by the Washington Post as the #1 Top Workplace in the Washington D.C area among small businesses. Want to join our amazing team? Available positions will be posted below. All resumes should be sent to recruiting@mataninc.com

Tenant Services Coordinator

Job Description Summary 

To provide direct support to the property management team in our Germantown Management Office, coordinating the day-to-day activities of the building staff and contract services in fulfilling the needs and addressing the issues of tenants. The Tenant Services Coordinator is expected to develop and maintain strong working relationships with the tenants in all facilities and be accountable to management for ensuring issues and needs are responded to and resolved by the appropriate individual, department, or service. Additional responsibilities for this position include, but are not limited to, general administrative, accounting, help desk, and event coordination functions as they pertain to tenants and operation of the building. 

Job Description & Responsibilities 

  • Acts as the first point of contact for tenant service calls, requests and issues. Manages the online service request program by directing to the appropriate staff or contract service for resolution including engineering, maintenance, cleaning, mechanical and vendors. Responsible for issuing and obtaining approvals for tenant work order requests. 
  • Key on-site support staff for tenant relations. Must diligently support and maintain good working relationships with tenants and vendors. Handles tenant move-ins and move outs and assists with the coordination of tenant events. Orients new tenants on building policies and procedures. 
  • Responsible for preparing vendor service contracts and to help obtain vendor bids for special work and/or services. 
  • Assists property management with day-to-day operation of the property in accordance with policies/procedures, leases, management agreements, and client needs. Responsible for obtaining and filing vendor insurance certificates, maintaining tenant contact list, emergency contact lists, issuing and updating building access list, and maintaining other records and files pertinent to tenants and vendors. 
  • Assists with billing and other tenant charges in compliance with lease agreements. May assist with coding and processing of invoices, data entry into accounting system, requesting W-9 forms from new vendors in order to set them up in accounting system. Coordinates with all parties for compiling monthly reports. 
  • Assists with general administrative tasks as assigned including filing, answering phones, distribution of mail, written correspondence especially to tenants, ordering supplies, computer and data entry work, preparing spreadsheets and reports, greeting visitors and tenants, and logging and dispatching tenant service calls. 
  • Other assigned duties may include backup for card key programming and data entry, coordination of fire safety meetings and drills, updating and maintaining emergency manuals, maintaining training records, and retention of forms and certificates. Provide and track access cards to the buildings, fitness center, and conference room. Assists in office management by purchasing office and kitchen supplies. Assists in maintaining filing system of construction documents. Prepares OT HVAC and tenant bills for services, tracks utility sub-meter readings and processing. 

Experience 

  • College degree or credits in applicable discipline preferred. Minimum requirement is a high school diploma or a General Equivalency Diploma (GED). 
  • Must be able to work independently, multi-task, prioritize and be well organized. 
  • Minimum of one year of work experience in customer service and/or administrative, accounting, or tenant services capacity. Experience with data entry, basic reporting, filing, answering phones, scheduling, and communications is a must. Prior experience working in the property management, commercial real estate, or financial services industries preferred. 
  • Computer literate, including knowledge and experience in use of word processing (Word), mail merge, scheduling (Outlook), spreadsheets (Excel) and other data base applications. 
  • Must be proficient in communicating at all levels in both oral and written form and competent at preparing professional, comprehensive memorandums, letters, reports, documents, files, etc.

Matan is an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sexual orientation, gender, national origin, veteran or disability status.