Tenant Services and Events Coordinator (1480)

Department:
Location:Piedmont Town Center
City/State:Charlotte, NC
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Do you have a four year degree, related experience; or the equivalent combination of education and related experience?
Do you have commercial real estate experience?
Do you live within commuting distance of the Charlotte, NC area?
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Position Description:

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

Duties and Responsibilities

  • 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

Administration/Operations:

  • 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/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
  • 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.
  • Excellent working knowledge of MS Office (Word, Excel, Outlook and PowerPoint)

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