Property Services Coordinator

Overview

Company Summary
The Empire State Realty Trust, Inc. (NYSE: ESRT) is a NYC-focused REIT that owns and operates a portfolio of well-leased, top of tier, modernized, amenitized, and well-located office, retail, and multifamily assets. ESRT’s flagship Empire State Building features its iconic Observatory. The Company is a recognized leader in energy efficiency and indoor environmental quality. As of September 30, 2025, ESRT’s portfolio includes approximately 7.8 million rentable square feet of office space, 0.8 million rentable square feet of retail space, and 743 residential units.

More information about Empire State Realty Trust can be found at  and by following ESRT on social media.

Position Summary

The Property Services Coordinator (PSC) provides administrative support to the Property Manager(s) and building office management staff. The PSC delivers exceptional customer service for tenants, leasing agents, management and vendors with effective communication, and manages multiple functions accurately and efficiently in line with the ESRT Tenant Service Promise. The PSC handles phone support, email support, work orders, and invoice/PO processing.

• Act as the first point of contact and concierge for tenants in the property management office
• Provide a warm and welcoming experience for tenants, their visitors and building guests
• Lead all tenant correspondence (written or verbal) with a hospitality-first mindset
• Maintain a high level of tenant satisfaction
• Assist new and existing tenants with onboarding and systems procedures
• Actively support the Property Management team to foster positive relationships with tenants
• Facilitate service requests (primarily through the building’s electronic service request system, Building Engines) in a timely and courteous manner
• Be an ESRT ambassador
• Integrate, answer questions, and work to solve issues including, but not limited to: scheduling photo IDs, issuing access cards, and routine usage of freight elevators, dumpsters, conference room reservations, loading dock usage, and overtime HVAC use
• Notify tenants of building-wide activities, maintain current information in the tenant emergency book, and update rules and regulations as needed
• Function as a liaison between tenants and vendors/contractors in routine situations
• Maintain confidentiality and protect tenant privacy
• Keep track of calendars, ongoing projects, and maintain work order notices and the tenant access card system
• Generate nightly/weekend security and after-hours memos for each property
• Maintain documentation and files of all contractors, tenants, and vendors insurance through the Jones system
• Ensure all parties seeking to work in buildings have current COIs that meet building requirements and coordinate vendor access with Security
• Track and maintain all building and tenant files, tenant charges, and contact information; validate logs and records
• Coordinate and attend bi-annual tenant meetings per SOPs
• Document tenant meetings in the Tenant Meeting Log and follow up on action items
• Arrange maintenance of business office machines, coordinate with office services, and maintain forms and office supplies as needed
• Review leases to determine landlord vs. tenant responsibilities and ensure proper billing for additional services
• Coordinate move-in/out processes with building staff to ensure a smooth transition
• Review and process operations-related paperwork for purchasing, expenses, and vendor payments
• Research outstanding/unpaid bills and resolve issues
• Prepare required documents for building projects (Jobs, Budget Electronic, Budget Revisions, Contracts, Change Orders)
• Investigate and resolve outstanding or unpaid operations-related bills
• Process invoices for operating expenses through Yardi
• Process service contracts through Yardi service contract module
• Maintain Service Contract log with contract increases and expiration dates
• Assist with budget preparation and annual operating budgets related to service contracts
• Assist in monthly operating/capital accrual reporting and quarterly Tenant Commitment and Variance analyses
• Provide information quickly and maintain communication with administrative staff
• Support…