The Tenant Service Representative provides direct administrative support to Property Managers and Chief Engineer.
Certificate of Insurance Tracking COI's must be maintained and updated on a regular basis for both Tenants and Contractors.
General Filing TSR is responsible for ensuring all document/paper work for the property is filed no less than weekly.
Postage Meter Monitors status of postage meter and refills when appropriate. Orders supplies for meter and gets required annual inspections.
Repair Service Contacts repair services for all office equipment when necessary or requested by team member.
Overnight Mail Prepares express mail packages and monitors supply levels and replenishes as necessary.
Office Supplies All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Management Audit Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
Budget Preparation Assists team members with budget preparation for the property as requested by Manager.
W-9's Obtains completed W-9 forms from all vendors.
Upload invoices into AP system.
Tenant Service Request Responsible for daily review of TSR's noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with engineering staff to ensure discrepancies and address in next staff meeting.
Customer Service Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Tenant Events TSR is responsible for assisting Concierge in planning and coordination of all schedule tenant events at the property.
Tenant Handbook review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants.
Tenant Notification Prepare tenant memo's and correspondence as directed by Managers regarding building holidays, upcoming events, etc.
Safety Warden Meetings Work with Manager and Engineering staff to plan an annual safety warden meeting.
Contact Lists maintain daily and update no less than monthly tenant, employee and contractor's contacts lists to include emergency contact numbers.
Bachelor's Degree required.
Microsoft Office proficiency
Workplace experience, minimum of 1-3 years in a workplace setting
Commercial Real Estate Experience a Plus
Planning and Organizing establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, uses resources effectively and efficiently.
Customer Focus dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect.
Dealing with Ambiguity can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty.
Interpersonal Savvy relates well to professionals both inside and outside the organization uses diplomacy and tact.
Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
Self-Starter able to start and complete projects independently.
Time Management use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
Written/Oral communications ability to speak and write clearly and concisely, get messages across that have the desired effect.
Attention to detail is thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
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Jones Lange Lasalle Inc.