Tenant Services Coordinator

Founded in 1993 by Stuart Shiff, DivcoWest, a DivCore Capital company, is a vertically integrated, real estate investment firm headquartered in San Francisco, with offices in Cambridge, Los Angeles, Menlo Park, Washington DC, Austin, and New York City. Known for long-standing relationships and experience across the risk-spectrum in innovation markets, DivcoWest combines entrepreneurial spirit with an institutional approach to commercial real estate. DivcoWest aims to create environments that inspire ingenuity, promote growth, and enhance health and well-being. Since inception, DivcoWest and its predecessor have acquired approximately 66.2 million square feet of commercial space - primarily throughout the United States. DivcoWest’s real estate portfolio currently includes existing and development properties in the office, R&D, lab, industrial, digital, retail, and multifamily spaces. 

Summary

DivcoWest is seeking a Tenant Service Coordinator to join our commercial property team in managing a portfolio of properties in the Silicon Valley region of the San Francisco Bay Area.  This is a position that can offer the right candidate a wide range of responsibilities. This position requires someone who is motivated, interested in learning and very attentive to detail.  The individual for this position should be comfortable working and contributing to a team environment, enjoy being in a busy environment where new and complex transactions occur and interact with people at various levels within and outside the organization. 

This is a role requiring 5 days in office at our San Jose, CA location. This position is not eligible for immigration support or sponsorship now or in the future.

The ideal candidate is a driven self-starter with a positive attitude who is a team player.  This person has above average customer service skills and problem-solving capabilities, and clear, concise written and verbal communication skills. 

Responsibilities

• Welcome visitors and clients in a professional, courteous, and helpful manner.
• Operate CISCO multi-line phone system effectively. Screen and/or forward calls to appropriate staff.
• Act as liaison between tenants and PM/SPM for property related issues.
• Dispatch service calls, enter the work order software, Prism (Building Engines), and follow-up to ensure satisfactory completion.
• Draft tenant memos and letters.
• Schedule any maintenance required for office machines and computers.
• Schedule and coordinate meetings / special events, as requested.
• Order office and building supplies, business cards and stationery.
• Arrange courier, reprographics retrieval pick-ups.
• Order hospitality supplies and keep a well-stocked kitchen/refrigerator.
• Produce vendor repair agreements, maintain vendor’s files, supervise vendors as requested and monitor vendor insurance.
• Assist in maintaining contacts lists and emergency information, hard and soft copy tenant and other property files.
• Review and manage Certificates of Insurance 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 PM with plans and coordination of tenant events or other special projects.
• Assist with updating and maintaining the 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 log.
• 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 invoices via Building Engines.
• Follow up on all delinquencies via MRI. Obtain aging report for property manager and deliver standard tenant correspondence to address delinquencies.
• Assist in tenant ledger adjustments.
• Review monthly rent edits.

Qualifications

• 4-year college degree preferred.
• 2 years administrative, clerical, accounting, or tenant services/customer relations experience.
• Prior experience working in the property management, commercial real estate, or financial services industries preferred.
• MRI, Building Engines and Nexus or similar systems experience preferred.
• Understanding of general accounting and financing is a plus.
• Working knowledge of accounts payables, receivables, and expenditure is desired.
• Experience with data entry, basic reporting, filing, answering phones, scheduling, excellent verbal, and written communications skills are a must.
• 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 Microsoft Office Products (Excel, Word, 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.

Physical Demands

While performing the duties of this job, the employee is regularly required to communicate with others and exchange accurate information; operate a computer and other office productivity machinery; move about the workplace; remain in a stationary position for extended periods; and extend hands and arms in any direction. Occasionally the employee is required to lift objects that weigh up to and potentially more than 50 lbs., safely maneuver active construction zones, climb up/down ladders, walk up/down multiple flights of stairs, use various powered/handheld tools, and use hands and arms to move or exercise equipment.

Compensation

• $55,000-$70,000
• Annual bonus opportunity
• Full benefits
• 401k match
• Flexible vacation policy
• Weekly lunch stipend

Divco West Services, LLC ("Company") complies with all applicable U.S. immigration laws and regulations. The Company does not provide employer support or sponsorship for any immigration-related employment benefit for this role. Applicants must be currently authorized to work in the United States on a full-time basis without the need for employer support or sponsorship now or in the future. This includes having the legal right to work in the United States without the need for the Company support or sponsorship for any immigration-related employment authorization (e.g., H-1B, O-1, E-3, H-1B1, TN, F-1 OPT, F-1 STEM OPT, F-1 CPT, etc.) now or in the future.

Divco West Services, LLC, 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.