Commercial Tenant Services Coordinator (In office) - New Market

FT Perm SIT Site Newmarket, ON, CA

12 days ago Requisition ID: 1123

Salary Range: $45,000.00 To $50,000.00 Annually

Purpose:

The Tenant Services Coordinator is responsible for the day to day operations of the assigned property.

Main Responsibilities:

- Ensure that contractors complete preventative maintenance and repairs respecting the building’s operational/mechanical systems, as per the budget. Report all anomalies requiring outsourced services to the Property Manager
- Conduct regular interior, exterior and roof inspections of the properties for damage and arrange repairs in accordance with the budget.
- Conduct regular inspections of the property’s exterior, property’s service rooms - such as electrical and plumbing closets, the property’s housekeeping condition and/or damage and perform or arrange repairs.
- Ensure signage and lighting is in good working condition.
- Maintain a list of up-to-date and accurate emergency contact information and regularly review the procedures for life safety, emergency response and the fire safety plan.
- Monitor building security system, fire alarm panel and sprinkler system regularly for proper operation and report any discrepancies.
- Ensure all health, safety, and security procedures are adhered to and areas of concern are reported to the appropriate parties in a timely manner in order to limit exposure to liability and loss.
- Inspect and test fire protection equipment and systems at recommended intervals for proper operation in order to meet legislative requirements and ensure tenant and customer safety.




- Be fully conversant with the Fire Safety Plan and complete your duties as described including assisting in required fire drills.
- Once approved by the Property Manager, coordinate and schedule all required maintenance or repair/replacement with the appropriate service provider.
- Ensure service contracts are enforced, service levels are achieved, and contractors are adequately supervised when on-site. Report all anomalies to the Property Manager forthwith. Ensure all contractors have WSIB and insurance coverage.
- Respond to the tenant’s concerns in a timely manner and assist in solving problems as required. Record all services performed.
- Coordinate and supervise delivery of service to the tenant.

Customer Service Relations:

- Maintain the highest level of customer service.
- Fulfill receptionist duties. Communicate effectively with the tenant and relevant others.
- Actively listen and act upon tenant inquiries, concerns and complaints. Hand complaints over to the Property Manager if appropriate.
- Program FOB’s, transponders and intercoms.
- Coordinate allocation of parking and lockers and keep parking and locker allocation records.

- Maintain a strong relationship with the tenant that reflects admirable customer service.




- Ensure prompt service to the tenant.
- Reasonably enforce the tenant’s rules and regulations.

Maintenance & Repairs:

- Supervise trades and suppliers and coordinate all facilities services and repairs pertaining to building and related equipment.
- Respond to all facility emergencies in a timely manner.
- Investigate all requests for repairs in a timely manner of receiving a written request, and advise the property manager.
- Ensure that the building and its environment is clean.
- Supervise cleaning, snow removal and landscaping operations.

Budgets:

- Coordinate with operations and accounting to ensure timeliness and accuracy of budgets.
- Assist property manager with collecting data pertaining to preparation of budgets as required.

Administrative and Office Support:

- Prepare letters, e-mails and faxes for the property manager when needed.
- Code all invoices as per the budget.
- Ensure all invoices are invoiced and addressed properly.
- Assist in variance reports.
- Assist the property manager with contracts.
- Assist in completing monthly management report.
- Ensure effective and precise filing of all relevant documents.
- Be a supportive team member of the Property Management Team. Take initiative to propose improvements of property administration processes or procedures.

Safety:

- Ensure that all life safety systems are inspected as scheduled and that they are in working order.
- Inspect boiler and electrical rooms on a daily basis.
- Inspect all sidewalks and driveways during winter season and correct any hazardous conditions.

📌 Commercial Tenant Services Coordinator (Newmarket)
🏢 Sterling Karamar Property Management
📍 Newmarket