Regional Tenant Services Administrator

Position Summary

The Regional Tenant Services Administrator provides support in delivering an exceptional tenant experience by serving as a point of contact for tenants, vendors, and visitors. This role is highly service-focused, supporting daily interactions, acting as a point of contact for inquiries, and ensuring tenants feel supported, informed, and valued within their workplace environment.

Working closely with Property Management, Tenant Experience, and Operations teams, the Regional Tenant Services Administrator will provide support and act as a primary front desk representative, coordinating tenant requests, organizing events, and collaborating with tenants to maximize their on-site experience. This role fosters positive relationships and promotes a strong customer-service culture throughout the portfolios they are supporting.

This role supports coverage for vacancies, absences, and peak periods, including providing tenant services support when required, while promoting consistency in processes and tenant experience across the region assigned.

Responsibilities

Tenant, Vendor & Visitor Relations

• Act as a primary point of contact for tenants and visitors

• Ensure a high level of tenant relations is maintained through regular contact and proactive attention to tenant needs

• Professionally and courteously handle all inquiries, feedback, complaints, or concerns in a timely manner

• Review Tenant Experience Survey results providing responses where necessary

• Foster a strong customer service culture amongst all team members

• Promote usage of tenant-facing technology

• Ensure accuracy and completeness of tenant chargeback invoices, obtaining written sign-off from tenants prior to commencing projects or requests

• Respond to tenant and visitor inquiries, escalating complex issues when needed

• Coordinate with tenant move-in/move-out processes, including parking, signage, and welcome breakfast/tour/presentation, along with closeout walk-through following project completion

• Assist in parking administration and coordinate with third-party parking management

• Maintain, process and distribute tenant correspondence, letters, notices, and memos

• Maintain up to date records of interactions with tenants, including bookings

• Manage the program planning and Tenant Experience Calendar for properties within portfolio, in line with overarching Tenant Experience Calendar

• Review tenant insurance certificates, and other documents to ensure compliance and maintain up-to-date records

Event Planning & Engagement

• Coordinate and execute tenant events and community-building activities such as holiday breakfasts, BBQs, and appreciation days with guidance from tenant experience team

• Provide administrative support to Tenant Experience and Marketing teams to support campaigns and communications, and increase service levels

• Coordinate on-site fitness classes, wellness programs, and other tenant amenities

Safety & Emergency Preparedness

• Assist with annual fire drills and fire warden meetings, ensuring compliance with fire safety plans, and coordinate maintenance as required

• Maintain and update tenant, vendor, and contractor contact information, including fire warden lists and emergency contacts. Conduct regular reviews of lists.

Operations & Office Administrative Support

• Provide administrative support to Property Management and Operations teams across the region

• Step in to support properties during staff absences, vacancies, or high-volume periods

• Promote consistency in administrative processes across properties.

• Support tenant engagement initiatives and on-site events during coverage periods, in coordination with Tenant Experiences teams

• Support the Tenant Request and Preventative Maintenance programs; ensure work orders are completed promptly

• Review and verify tenant insurance certificates annually to confirm they are up to date

• Prepare documents, letters, meeting minutes, and reports as requested through the use of AI templates

• Answer the main telephone line and act as main point of contact for inquiries through Connect by Crown and respond to general inquires

• Maintain online filing systems for correspondence, invoices, and contracts

• Manage meeting room bookings and conference call setups

• Keep office and common areas neat, stocked, and welcoming.

• Handle incoming and outgoing mail and courier services.

Perform other related responsibilities as requested from time to time

Education & Experience Requirements

• Post-secondary education in Hospitality and Tourism, Marketing, Business Administration, or related field, required

• Experience in customer service-driven roles, preferred

• Experience in a hospitality or tourism-focused role, considered an asset

• Proficiency with Microsoft Office Suites, including Word, Excel PowerPoint, Outlook, and SharePoint

What We’re Looking For

• A service-oriented professional who takes pride in delivering a positive, responsive, and welcoming experience for tenants

• A collaborative team player who contributes to a strong customer service culture

• A strong communicator who builds rapport easily and handles inquiries, concerns, and requests with professionalism and care

• A proactive problem-solver who anticipates tenant needs and follows through to resolution

• Someone who is comfortable using technology and open to learning new tools that enhance tenant engagement and service delivery

• Ability to manage multiple priorities across different properties and teams

• Strong adaptability and ability to quickly learn new property environments

• Excellent organizational and time management skills

• Strong communication and stakeholder coordination abilities

• Ability to commute to various properties within assigned region as needed

Why Join Crown?

• Base salary: $55,000- $65,000 per year, based on experience and qualifications
• This is for an existing vacant role
• Eligibility for discretionary annual performance bonus linked to individual, team, and company goals
• Comprehensive health benefits
• Pension matching program to support your long-term financial security
• Professional development and membership dues coverage

About Us

Celebrating 25 years of growth, Crown is a leading real estate investment and management firm shaping the future of office spaces across Toronto, the GTA, and Ottawa. With over 10 million square feet under management and more than $3 billion in assets, we’re known for pairing smart investments with operational excellence, and for empowering our team to make a real impact every day. Our customer-first mindset means fast decision-making, strong relationships, and a hands-on approach that values initiative and fresh ideas.

Proudly recognized as one of Canada’s Top Small & Medium Employers, Greater Toronto’s Top Employers, and Canada’s Greenest Employers, Crown is committed to building exceptional workplaces in every sense. We foster an inclusive, collaborative culture where careers grow, voices are heard, and sustainability and innovation are more than buzzwords- they’re part of how we work. Join a team that’s passionate about delivering outstanding experiences and creating lasting value for our tenants, clients, communities - and for you.

Accommodations

Crown is committed to providing reasonable accommodation to candidates with disabilities throughout the recruitment process and during employment, in accordance with the Accessibility for Ontarians with Disabilities Act (AODA). If you require accommodation at any stage, please contact Human Resources.

Legal Disclaimers

Work Authorization | Applicants must be legally entitled to work in Canada at the time of application, and during their employment at Crown.

Third-Party Recruiters | Crown does not accept unsolicited resumes from recruitment agencies. Please do not submit resumes or candidate information without prior written agreement. We are not responsible for any fees related to unsolicited submissions.

Assessment / Artificial Intelligence | As part of our recruitment process, Crown may require candidates to complete behavioral assessments. Some elements of this process may involve the use of AI-driven tools to help us better understand your strengths and working style. These tools are designed to support fair and consistent evaluations and ensure the best possible fit for the role and our team. AI may be used as a supportive tool; however, final decisions are made by humans.