Tenant Services Coordinator

TENANT SERVICES COORDINATOR

JOB DESCRIPTION

Company Background

Founded in 1993, DivcoWest is a multi-disciplinary real estate investment firm headquartered in San Francisco, with offices in Los Angeles, Menlo Park, Boston, Washington DC, Austin, and New York City. Known for our long-standing relationships and track record of success in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach. As of Q1 2023, DivcoWest has over $18 billion in assets under management and has acquired or developed nearly 60 million square feet of commercial real estate primarily across the United States.

DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance the health, happiness, and well-being of all people. A disciplined code of ethics is at the core of all that we do. We believe that the collective energy of a diverse team is what drives our creative ideas and solutions.

Summary

DivcoWest is seeking a strategic and collaborative professional to join our commercial property management team working at The Ranch—one of three campuses in The Sand Hill Collection (SHC) in Menlo Park (https://sandhillcollection.com/). As the Tenant Services Coordinator, you will be engaged in a wide range of responsibilities and experiences, including supporting implementation of the Master Plan involving major site renovations and existing building operations. This individual will report to and collaborate with the Senior Property Manager.

This role requires 5 days in office at our Menlo Park, CA location.

The ideal candidate for this role should be comfortable working and contributing to a team, enjoy being in a busy environment where new and complex transactions occur, and interact with people at various levels within and outside the organization. The property type is Class A Office.

SHC represents roughly 44% of office inventory along Sand Hill Road and is an exceptional cluster of world-class office space, activated open spaces, and on-site amenities in one vibrant community. As an integrated collective, SHC delivers approximately 552,000 square feet across nearly 50 total acres, three campuses, and 21 office buildings along the most coveted stretch of Sand Hill Road.

Interested candidates should send their resumes to Aida Moradi: [email protected].

Responsibilities:

· Welcome visitors and clients in a professional, courteous, and helpful manner.

· Screen and/or forward calls to appropriate staff.

· Function as liaison between tenants and property manager/senior property manager for property related issues.

· Dispatch service calls, enter into the order software, Building Engines, and follow-up to ensure satisfactory completion.

· Draft tenant memos and letters.

· Schedule any maintenance required for office machines and computers.

· Order office supplies and building supplies, business cards and stationery.

· Order hospitality supplies and keep a well-stocked kitchen/refrigerator.

· Produce vendor repair agreements, maintain vendor files, supervise vendors as requested and monitor vendor insurance.

· Maintain contacts lists and emergency information, hard and soft copy tenant, and other property files.

· Review and manage certificates for vendors and tenants via Building Engines.

· At the direction of the property manager, visit tenants for any tenant related issues i.e., janitorial, pest control, etc.

· Assist property manager with plans and coordination of tenant events or other special projects.

· Assist with updating and maintaining tenant handbook, order tenant move-in gifts, order holiday gifts and assist with planning of annual tenant events.

· Input access card data as directed.

· Distribute keys to vendors and maintain key long.

· Supports annual expense budget preparation to include but not limited to gathering vendor quotes for contracted services.

· Assist property manager with monthly accounting re-classes and accruals.

· Scan, enter and code invoices in Nexus Payable invoice processing system. Prepare necessary check requests; input related data and processing within established guidelines. Research and respond to internal and external inquiries. Research invoices and payments to insure timely and accurate payment.

· Responsible for tenant billbacks and generate invoice via Building Engines.

· Follow up on all delinquencies via Management Reports Inc. (MRI). Obtain aging report for property manager and deliver standard tenant correspondence to address delinquencies.

· Assist in tenant ledger adjustments.

· Assist in review of monthly rent edits.

Qualifications:

· 4-year college degree preferred.

· 2 years administrative, clerical, accounting, or tenant services/customer relations experience.

• Prior experience working in property management, commercial real estate, or financial services industries preferred.
• Management Reports Inc. (MRI), Building Engines and Nexus or similar systems experience preferred.
• Understanding of general accounting and financing a plus.
• Working knowledge of accounts payable, receivables, and expenditures is desired.
• Experience with data entry, basic reporting, filing, answering phones, scheduling, excellent verbal, and written communications skills are necessary.
• Great telephone skills; pleasant and courteous; excellent customer service.
• Present a professional, positive image that reflects well with the organization.
• Reliable and punctual.
• Excellent computer skills, including proficiency in in Microsoft Office Products (Excel, Work, Outlook, and PowerPoint).
• Ability to work independently and within a team to build relationships and interact effectively with all members of the company.
• Ability to multi-task, work successfully under pressure, and effectively prioritize and manage time and workload to meet property and client needs.
• A desire to work within a diverse, collaborative, and professional environment.

The person in this position must be able to:

· Remain in a stationary position for 75% of the time working on a computer and attending virtual meetings.

· Occasionally move about the office to access file cabinets, office technology, and attend meetings etc.

Compensation:

· $60,000-$70,000

· Annual bonus opportunity

· Full benefits

Divco West Services, LLC (“Company”), an equal opportunity employer, is committed to equal opportunity for all employees and applicants. The Company recruits, hires, trains, promotes, pays, and administers all personnel actions without regard to race, color, religion, sex (including pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), sex stereotyping (including assumptions about a person’s appearance or behavior, gender roles, gender expression, or gender identity), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law. We interpret these protected statuses broadly to include both the actual status and also any perceptions and assumptions made regarding these statuses. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Please review our company Privacy Policy regarding the use of any personal information you provide us at: https://www.divcowest.com/privacy-policy/

This policy applies to all areas of employment, including recruitment, testing, screening, hiring, selection for training, upgrading, transfer, demotion, layoff, discipline, termination, compensation, benefits, and all other privileges, terms, and conditions of employment. This policy and the law prohibit employment discrimination against any employee or applicant on the basis of any legally protected status outlined above.

DivcoWest