Property Services Coordinator

RESPONSIBILITIES

• Act as the first point of contact and concierge for tenants in the property management office 
• Provide a warm and welcoming experience for tenants, their visitors and building guests
• Lead all tenant correspondence (written or verbal) with a hospitality-first mindset
• Maintain a high level of tenant satisfaction at all times
• Assist new and existing tenants with onboarding and systems procedures 
• Actively support the Property Management team(s) to foster positive relationships with tenants
• Facilitate service requests (primarily through the building’s electronic service request system, Building Engines) in a timely and courteous manner
• Be an ESRT + ambassador
• Integrate, answer questions, and work to solve issues including, but not limited to: schedule photo IDs where applicable until full electronic integration, issue access cards, and routine usage of overtime freight elevators, dumpsters, conference room reservations, loading dock usage, and overtime air conditioning and heating
• Notify tenants of building wide activities, maintain current information databases in tenant emergency book, rules, and regulations, and needs of the Management Office 
• Function as a liaison between tenants and vendors and/or contractors, in routine situations
• Maintain confidentiality and protect tenant privacy in all interactions and communications
• Keep track of calendars, ongoing projects, and maintain work order notices and the tenant access card system
• Generate nightly/weekend Security and after-hours memos for each property
• Maintain accurate documentation and files of all contractors, tenants, and vendors insurance through the Jones system
• Ensure all seeking to work in buildings have current certificates of insurance that meet building requirements (confirm certificate holder is correct, and vendor meets required limits – refer to sample COI), and coordinate vendor access with Security
• Track and maintain all building and tenant files, tenant charges, tenant and vendor contact information, and validates the accuracy of logs and records
• Coordinate and attend bi-annual tenant meetings per standard operating procedures
• Document tenant meetings in Tenant Meeting Log and ensure any action items are followed-up on until completion
• Arrange maintenance of all business office machines, in coordination with office services (maintains forms and office supplies as needed)
• Review leases to determine provisions as they relate to landlord vs. tenant responsibilities, so the tenants receive what is required and are billed as required for additional services per their lease
• Coordinate the move in/out process and works closely with building staff to ensure an easy transition
• Review and process all operations-related paperwork regarding purchasing goods and services pursuant to ESRT’s standard purchasing procedures – expenses for all vendors
• Research all outstanding/unpaid bills and take appropriate steps to resolve the issue
• Prepare all required Jobs, Budget Electronic, Budget Revisions, Contracts, Change Orders, etc. for building specific projects
• Investigate and resolve all outstanding or unpaid operations-related bills 
• Process invoices for operating expenses through Yardi 
• Process service contracts through Yardi service contract module
• Maintain Service Contract log with all contracts increases and various expiration dates
• Assist, as directed, with the budget preparation (i.e., reviewing contracts for escalations, obtaining proposals for forecasting, gathering data as necessary)
• Assist Property Manager in the preparation of annual operating budgets, as relates to service contracts
• Assist in the monthly operating/capital accrual reporting, quarterly Tenant Commitment reporting, quarterly Variance Analyses 
• Provide all requested information quickly and accurately and maintain communication with other administrative staff (as well as other staff) staff to exchange information and methods of work
• Support the property management staff (Property Manager, Assistant Property Manager, Project Managers, Director of Housekeeping, Operations Team, etc.) with all day-to-day administrative duties
• Works on projects and administrative work as requested
• Complete weekly payroll through ADP and serve as back-up to other administrative staff as needed (absence, lunch, break coverage, etc.) 
• Shift to other properties in the portfolio as needed (reporting to properties within Manhattan)

WHAT SUCCESS LOOKS LIKE

• Be Self Driven
• Be Punctual and Present
• Have a growth mind set and accept constructive feedback
• Communication with tenants, leasing, and property management

REQUIRED SKILLS / ABILITIES

• Strong time management skills with the ability to efficiently prioritize and complete multiple tasks simultaneously 
• Proficiency with Microsoft Word, Excel, Outlook, and PowerPoint
• Excellent communication (written and oral)

EDUCATION & EXPERIENCE

• Two to three years prior administrative experience in the Real Estate industry preferred 
• Knowledge of accounting and Real Estate software is a plus

PHYSICAL REQUIREMENTS

• Prolonged periods of sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times

WHAT YOU CAN EXPECT

• At ESRT, like our tenants, our employees come from everywhere. We foster a collaborative work environment that captures top talent and cultivates the best ideas. As a Great Place to Work® Certified employer, we are committed to maintaining our positive work culture where employees are engaged and can grow and develop. In addition, ESRT employees embody our Company Culture & Success Factors -
• Adaptable – you are a self-starter who’s able to quickly digest and execute new processes to work both collaboratively and independently
• Dynamic – you are solutions-oriented, aim to improve processes and implement efficiency, and offer insightful feedback to improve ESRT
• Dependable – you take a strong sense of ownership and accountability over your work
• Passionate – you keep up with industry trends and are excited about the potential to propel the industry forward with a “roll-up-your-sleeves” attitude
• Curious – you consistently look for new ways to work smarter, not just harder
• Ethical – you treat others with respect, act with integrity in how you perform your work, and embrace our collaborative culture
• Positive – you possess a service-oriented attitude with excellent follow through

BENEFITS

• Competitive base salary and bonus
• Health/Dental/Vision insurance
• Company sponsored Life, AD&D, STD (with Salary Continuation), and LTD Insurance
• Voluntary Enhanced LTD Program
• Voluntary Hospital, Accident, and Cancer Programs
• 401(k) with 100% match up to 5%
• Paid parental leave
• Pre-tax transit accounts
• Employee Assistance Program for emotional, financial, and legal support

WELL-BEING

• Generous paid time off
• Flex remote work time
• Flex Summer Fridays
• Employee engagement programs
• Volunteer time off
• Continuing education
• Complimentary Empire State Building Observatory access
• Complimentary gym membership and other wellness benefits
• Employee Discount Programs