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Tenant Services and Events Coordinator (1480)

Posted on May 16, 2019

Location: Legacy Union
City/State: Charlotte, NC
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Position Description:

SUMMARY:   Assists the Property Management Division in the areas of tenant relations, administration, special events, and property operations.

Tenant Relations
Execute a program of special events and promotions for property

Plan and coordinate consistent advertising and poster campaigns ensuring proper execution of advertisements, signage and marketing

Participate in special projects including signage, building events and milestones, promoting building amenities such as parking, food courts, fitness conference centers, and major events.

Communicate with building tenants, retail tenants, and Association Members regarding all that occurs on the property including, maintenance projects, events, and parking rules/regulations

Maintain lobby digital directories

Assist with scheduling and coordinating tenant and property events and activities including seasonal and holiday décor

Organize seminars, activities, and communications to promote property LEED and recycling programs

Schedule lights and after-hours HVAC as needed

Distribute new move-in information to tenants upon lease execution and arrival in building

Coordinate tenant move-ins/outs

Order new tenant welcome gifts

Plan bi-annual Retail Tenant meetings and quarterly Tenant Representatives Committee (TRC) meetings.

Liaison for tenants when booking conference and co-workings space(s), planning conferences, and large meetings, ensuring needs are met for event set up

Assist with maintaining files for property staff

Sign keys in/out for vendors

Maintain property, tenant, vendor, and contact listings for Property Management

Maintain updated Certificates of Insurance, W-9 Forms, and Emergency contact(s) for each vendor

Assist with processing invoices for payment and maintain a schedule of invoices due per the accounting calendar

Maintain information as required for accurate use of work order system; create work orders

Assist in the preparation of third party documents; service/vendor contracts; construction contracts; and project documents

Coordinate signage requirements and signage vendor for all signage needs

Prepare and submit annual budgets in accordance with ownership deliverables (operating/events/marketing & advertising budgets)

Conduct weekly meetings

Handle mail daily and ensure mail on Monday is obtained as early as possible so invoices can be completed and to corporate Tuesday morning

Provide key operational support during events

Oversee “Safe-Guarding” of facility during evening, catered events

Coordinate Security, Janitorial, and Engineering requests for all events

Complete weekly property inspections

Complete other duties as assigned

Position Requirements:

Education and Experience:
Four-year college degree

Related experience and/or training required

Strong interpersonal skills; ability to maintain professionalism in a sensitive environment

Strong organizational skills; detail oriented

Proven record of providing excellent internal and external customer service

Ability to be flexible to handle multiple and changing priorities; sense of urgency

Ability to manage a large workload

Ability to work independently and in a team environment

Ability to take direction from multiple sources

Ability to grasp issues/assignments quickly

Self-motivated with excellent time management and organizational skills; ability to meet deadlines and balance workload during cyclical periods

Ability to work in an open work environment

Ability to maintain a proactive approach and a readiness to handle Client concerns and processes as well as unexpected emergencies

Knowledge of office administrative duties including the operation and trouble-shooting of typical office equipment

Language Skills:
Excellent communication to effectively and clearly communicate with tenants, vendors, clients, employees, and visitors.

Must be able to read and write English in order to understand manuals and procedures and write reports.

Computer Skills:
Excellent working knowledge of MS Office (Word, Excel, Outlook and PowerPoint)

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