Coordinator, Tenant Services

Brookfield Properties - Toronto, ON (28 days ago)

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Brookfield Properties is a fully-integrated, global real estate services company, providing industry-leading development and portfolio management capabilities across the real estate investment strategies of Brookfield Asset Management.

Brookfield ambassador specializing in innovative relationship management with high profile tenants; who promotes and establishes Brookfield Properties through their superior service commitment as the preeminent property management company within Canada. This position will ensure excellent service delivery, promoting Exchange Tower, 105 Adelaide St. W., First Canadian Place (block) complex as a definitive tenant destination in the downtown financial district.

Assist in the management of all property office and retail tenants; dealing with day to day questions and concerns including billing issues, lease inquiries, service amenities, special requests, telecommunications, etc.
Liaise with all Operating Departments to ensure tenant concerns are addressed in a timely manner and service levels are maintained
Liaise between tenants to communicate construction build outs of tenant premises, i.e. noise level, access into adjacent tenant premises, education of, and tenant issues, etc.
Assist with the coordination of all pre-move in and move-in requirements such as suite address, post office box, pass cards, tenant information guide, lobby and electronic directory signage, etc.
Collect all tenant forms and assist with tenant database update as required
Maintain tenant files including monitoring collection of tenant insurance documents
Monitor tenant service work order reports (310SERV) to identify trends
Ensure tenant recycling bins, signage and education is properly distributed to improve waste diversion from landfill
Assist with service elevator and loading dock requests on an as required (back-up) basis
Assist with the Tenant Green Team committee meetings; promoting environmental stewardship
Assist with the management of the lease administration process, ensuring all property specific deals are entered on a timely basis
Prepare and distribute Tenant Communication as required
Identify and share amenity opportunities to create value
Assist with the creation and execution of content for the myBrookfield app for ET/105A including tenant events, charitable promotions, local area updates and publicizing tenant programs. Participate in monthly internal strategy meetings
Assist tenants with myBrookfield app onboarding
Participate on Tenant Service Team with organization of all internal tenant events, i.e., Valentine's Day, Earth Month, Tenant Appreciation, Waste Reduction Week, Tenant Survey, etc.
Assist with tenant special events and coordination of corporate gifts
Manage the annual bicycle lottery and award process
Assist with the coordination of the Tenant Wellness Program for the EX/105A/FCP block; creating additional programs and tenant amenities
Assist with award submissions, i.e. LEED, BOMA360, BOMA Certificate of Excellence
Assist with management of day to day operations in the complex specific to housekeeping inspections, exterior and interior plant maintenance, building signage
Review the retail levels daily to ensure lease lines are observed
Report deficiencies to 310Serv
Assist with monthly budget management for accounts specific to Tenant Services activities
Assist with purchase order generation
Assist with collection of outstanding Accounts Receivable; including attending monthly meetings with site accountants
Assist with collection and reporting of tenant retail sales
Assist with the coordination and distribution of tenant prebills and annual statement of adjustments
Relief reception coverage in the event of absence
Additional responsibilities as assigned by the Manager, Tenant Services and the Property Manager

The ideal candidate for this position will have a strong service orientation and will be confident, friendly and courteous. They must present a mature, tactful and professional image with excellent interpersonal and communication (written/oral) skills. They are self-motivated, a creative problem solver and able to work effectively under pressure independently and in a multidisciplinary team environment. Adaptability, strong organizational skills and an eye for detail and accuracy are critical to being successful in this position.

Minimum 3-5 years commercial property management experience or equivalent in a large mixed use complex environment
Intermediate skills in Microsoft 2010 Word & Excel
Knowledge of financial and lease analysis
Previous experience in Yardi and Angus software systems is an asset

University education preferred, or similar work experience required
Professional designation e.g. RPA, CPM preferred, or pursuing
Brookfield is committed to accommodating the individual needs of all applicants with disabilities during the recruitment and selection process as required under the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act.