Tenant & Event Coordinator

At VyStar, we offer competitive pay, an excellent benefit package that includes a 401(k) Plan, an extensive paid technical and on-the-job training program, and tuition reimbursement--available to all full and part time employees.  Part time positions start at a minimum of 30 hours per week.

We encourage you to become a part of VyStar Credit Union's family of employees.

Tenant & Event Coordinator

ACCOUNTABILITY STATEMENT

The incumbent is to provide administrative support to the Corporate Facilities and Property Manager team. The focus areas of responsibility include receiving, dispatching, and following up on tenant maintenance work orders; collaborating closely with business partners and vendors; and updating work order statuses. The incumbent assists with all administration efforts related to facilities maintenance, including customer service activities, acting as a point of contact for service issues; administers various programs, analyzes data, monitors operating budgets and costs, billing, lease management, creates efficiencies, maintains all tenant records, and provides oversight over all events on the Downtown Campus facilities. This includes working with outside or community organization, overseeing the event contract process, collection of proper certificate of insurance, logistics, and communication.

ESSENTIAL RESPONSIBILITIES

• Tenant Relations & Communication – this includes monitoring service request, coordinating tenant events, working with Security to coordinate yearly fire drills, generate building notifications, billings, and collections.
• Maintain all lease files within Yardi and electronic filing systems up to date from the time of initiation to lease termination.
• It is the responsibility of this role to maintain all tenant and event COI’s current and in accordance to the executed contracts or leases.
• All tenant accounting procedures will be overseen by this role including billing, collections, and reporting.
• The incumbent must have a full understanding of lease terms for reporting or service needs purposes.
• Closely partner with the Corporate Facilities and Property Manager to complete the year Common Area Reconciliation process for the tenants.
• Oversee the data entry necessary to fully incorporates a new tenant in our systems, generate welcome letters, and enter into the accounting system. This also includes the tenant terminations process which includes the removal of the tenant from our system, completion of inspection, and notification to the prior tenant on the terms.
• Assist with tenant parking requests and assignments.
• Coordinate with Community and Internal representatives to coordinate various types of events including but not limited to concerts, luncheons, and tours. This will require the incumbent to be participate in most events to answer any questions.
• Communicate with Management and Senior Leaders to obtain approval of events.
• Work with Risk Management and Legal to execute event contracts
• Manage COI requirements for recurring event vendors.
• File City Permits and Collaborate with different city organizations to obtain the necessary approvals.
• Collaborate with different Departments for the effective and successful execution of the events,
• Understand and know the technology behind the Audio-Visual systems through the campus.
• Equipment and supply management.
• Work with Facilities to streamline processes and increase accessibility to needed forms and procedures.
• Follow up after the event with the internal or external group to make sure everything adhered to their standards/ expectations.
• Coordinate weekly/ monthly musical acts in the Breezeway including Downtown Vision’s ArtWalk.
• Organize and keep all necessary records for audit purposes.
• All employees and business units, as first line of defense, are expected to proactively help identify, assess, manage, and report risks within their domain of work. To enhance a healthy risk culture and support our growth for good pillar, employees will maintain vigilance in safeguarding our operations while ensuring compliance with regulatory mandates. The Risk team serves as the second line of defense by providing risk oversight and credible challenge whereas the Audit team serves as the third line of defense by providing risk assurance.

Incumbent is expected to demonstrate each of the following VyStar Excellence behaviors in performing the duties and responsibilities of their job:

• Focus - Focus your full attention by carefully listening to and observing client or member.
• Connect - Consistently be friendly and approachable.  Demonstrate your care.
• Understand - Listen empathetically and ask questions (70%/30% rule).