Tenant Services Coordinator

Hood Park is a 20-acre, mixed-use campus in Charlestown, MA, featuring lab, office, retail, and green space. We are seeking a Tenant Coordinator to support our growing Life Science portfolio.

This is a full-time, in-person role based at our Hood Park office. Workplace flexibility will be considered following the successful completion of onboarding and training.

Duties and Responsibilities:

• Provide full administrative support to the property management team, including communication with tenants, vendors, and internal departments
• Draft and send purchase orders and service contracts to vendors; assist with vendor coordination and compliance tracking
• Process vendor invoices: accurately code and upload to Yardi; coordinate with accounting to ensure all documentation is submitted for processing
• Coordinate new vendor setup by collecting W-9s, executed contracts, and certificates of insurance that meet ownership requirements
• Maintain and update the lease abstract, vendor insurance certificates, and contract expiration tracking
• Monitor and manage the property’s work order system; generate reports and track completion of tenant service requests
• Assist with office operations including supply/snack orders, meeting coordination, and general upkeep of the management office
• Support the preparation of weekly operational updates, monthly financial reports, and other property-level reporting
• Assist with tenant move-ins and onboarding by preparing welcome materials, updating contact records, and coordinating building access
• Maintain accurate tenant contact lists and emergency call sheets
• Support campus-wide communications, including tenant memos, fire drill notices, and seasonal engagement (e.g. welcome events, holiday gifts)
• Assist with planning and execution of on-site events for tenants and the broader campus community
• Prepare and send all outgoing mail and packages from the management office
• Distribute annual CAM estimates and year-end CAM reconciliation letters to tenants

Education and Experience

• Bachelor’s degree preferred; relevant work experience in lieu of a degree will be considered
• 1–3 years of experience in commercial real estate, property management, or a professional office environment
• Some Accounting experience a plu

Qualifications

• Strong written and verbal communication skills, with a personable and professional demeanor in person, over the phone, and via email
• Highly organized with strong attention to detail and the ability to manage multiple tasks and deadlines in a fast-paced environment
• Self-starter with the ability to work independently and collaboratively across teams and with clients at all levels
• Proficient in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint; familiarity with Yardi (or similar property management software) is a plus
• Willingness to occasionally work flexible hours beyond a standard 40-hour work week
• Comfortable learning and adapting to new software and digital tools as needed

 This position is 100% in-office. The role requires working in office during standard business hours. Remote work or telecommuting is not an option for this position.