Tenant Services Coordinator

ROBINSON PARK•Indianapolis, IN

About The Position

Robinson Park is looking for a Tenant Service Coordinator to be the welcoming “hub” of the office—supporting tenants, coordinating daily building services, and helping ensure an excellent tenant experience through responsive communication, strong organization, and follow-through.

Requirements

Customer-focused mindset
Strong attention to detail
Professional communication
Problem-solving and follow-through
Ability to act as a central resource for tenants and staff

Responsibilities

Serve as the primary point of contact for tenants; field all incoming calls and inquiries and act as the central office resource (“hub”).
Provide tenant support for work order system access, conference room reservations, and guest access portals.
Follow up with tenants on completed work orders to confirm satisfaction and track customer delight.
Communicate recurring tenant issues and complaints to Business Manager
Maintain accurate tenant contact lists and email distribution lists.
Manage work order responsibilities, including running reports and tracking service performance.
Update and maintain the building’s preventative maintenance system for all equipment.
Coordinate dock access and service elevator usage.
Collaborate with the property team to identify opportunities to enhance tenant services.
Monitor, coordinate, and manage conference room reservations.
Plan and attend meetings as needed; send Outlook invitations and arrange catering.
Coordinate tenant events, quarterly tenant meetings, and monthly property team meetings.
Assist in operations of tenant amenity spaces, including Lounge, Fitness Center, Conference Center, and Pickleball facilities.
Create and distribute building correspondence, including weekly newsletters and tenant notices as needed.
Manage vertical communications via Captivate elevator screens and advertisements.
Update electronic tenant directories.
Maintain and update property information on the website regularly.
Pick up and distribute mail.
Stock and maintain office and equipment supplies.
Track Certificates of Insurance (COIs) for tenants and vendors; collect W-9s and coordinate with Corporate Accounting.
Scan and code invoices in the PayScan accounting system for manager approval.
Assist tenants with questions regarding monthly statements and miscellaneous billing.
Review Accounts Receivable with the General Manager on a monthly basis.
Work with Engineers and the Manager to obtain and provide tenant quotes.