Tenant Service Representative

Jones Lange Lasalle Inc. Chicago , IL 60602

Posted 2 weeks ago

The Tenant Service Representative provides direct administrative support to Property Managers and Chief Engineer.

Responsibilities include:

  • 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.

ACCOUNTING

  • W-9's Obtains completed W-9 forms from all vendors.

  • Upload invoices into AP system.

OPERATIONS

  • 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.

  • Purchase Orders

  • Draft Purchase Orders as requested by managers within 24-48 hours of the request for review by the manager.
  • Leasing Tours
  • Prepare vacant suites for leasing tours with assistance from janitorial team and Concierge.

TENANT RELATIONS

  • 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.

Professional qualifications

  • 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.

JLL Privacy Statement

When you visit JLL websites, JLL may collect information related to those visits, without you actively sending that information. This information may include, for example, the internet browser you are using, your access device's operating system, the language in which that system presents information to you, your IP (Internet Protocol) address, the web search that took you to the JLL website, the web pages and advertisements displayed to you, and the links you click on.

For additional details please see JLL's Global Privacy Statement or our career site pages for each country.

For employees in the United States, please view our Equal Opportunity and Information Security disclaimers here.


upload resume icon
See if you are a match!

See how well your resume matches up to this job - upload your resume now.

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon
lc_ad

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Tenant Services Representative

Jones Lange Lasalle Inc.

Posted 5 days ago

VIEW JOBS 1/12/2019 12:00:00 AM 2019-04-12T00:00 SUMMARY Ensure organizational excellence at a property by providing administrative support to the General Manager (GM) and Property Teams. Maintain positive relations between building tenants and owners and JLL. ESSENTIAL FUNCTIONS * Provides direct administrative support to Managers and Chief Engineer (CE) and tenants as needed * Ensure that 100% of certificates of insurance for tenants and contractors are accurate and in compliance with standards * Responsible for the overall cleanliness of the reception, lobby, and/or building managed conference room areas * Assist in Management Audits and prepares all files and records in preparation for the audit annually * Prepare and send all in and outgoing mail and packages including certified, overnight and special deliveries * Type general correspondence and memos using mail merge for large mailings. * Create, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policy * Update and file all documents for Vendors and Customers and ensure that contract and lease administration files are accurate and up to date * Maintain and update employee, clients and customer contact databases. * Organize department lunches, meetings, events and business travel and all conference room reservations * Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel. Establishes and implements compliance enforcement procedures * Establishes the new tenant welcome and orientation program as follow-up to tenant construction coordination process managed by the (GM) * Develops, revises and coordinates implementation of property manuals within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary Book * Assists (CE) in meeting the assigned criteria within the Operations Audit. * Ad hoc administrative requests FINANCIAL * Process all aspects of accounts receivable (AR) and accounts payable (A/P) including coding invoices and billing tenants * Obtain completed W-9 forms from all vendors * Initiates cost reduction programs relative to office supplies, equipment and furnishings and maintain such * Negotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines * Coordinates timely repair and maintenance of office equipment * Tracks budget line items relating to administrative account purchases and resolves negative variances relative to budget * Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly on a monthly basis * Ensure engineers take monthly readings from electric meters for tenants that have supplemental units. * Enter data on tracking spreadsheet, calculate what is owed, bill the tenants, and add charges to monthly manual adjustment forms * Prepare invoices to be billed back to clients and send out accordingly for payment. Copies of invoices must be sent to JLL corporate EDUCATION AND EXPERIENCE * High school diploma required * BA/BS, preferred * Less than 1 year of experience/entry level * Commercial real estate experience a plus KNOWLEDGE, SKILLS, AND ABILITIES * Advanced oral and written communication skills * Ability to speak effectively before small groups of tenants or employees * Ability to read and interpret documents such as safety rules, operating and maintenance instructions for office equipment, and procedure manuals * Strong organizational skills * Self-starter, able to manage multiple projects simultaneously and under pressure * Develop effective and constructive solutions to challenges and obstacles * Ability to work efficiently autonomously or as a member of the team * Be a team player, dealing effectively with coworkers and internal clients at all levels and in multiple JLL disciplines * Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages * Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists * Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week * Can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, and can comfortably handle risk and uncertainty * Strong attention to detail * Proficient knowledge of Microsoft Office/Suite * Capability of developing proficient knowledge of other standard software programs or piece of technology identified as standard for JLL or the client * Knowledge of Cash, Yardi and 4sight is preferred PHYSICAL WORK REQUIREMENTS / WORK CONDITIONS In compliance with the American's with Disabilities Act (ADA), the Tenant Service Coordinator's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply: * Is regularly required to sit for long periods of time * The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl * Reading Video Display Terminals, order forms and other written documents * Lifting a minimum of thirty-five (35) pounds * Using and accessing stairwells during emergencies * Using keyboards for typing and computer input * Hearing, speaking and answering the office telephone system * Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions Org Marketing Statement About JLL JLL (NYSE: JLL) is a leading professional services firm that specializes in real estate and investment management. A Fortune 500 company, JLL helps real estate owners, occupiers and investors achieve their business ambitions. In 2016, JLL had revenue of $6.8 billion and fee revenue of $5.8 billion and, on behalf of clients, managed 4.4 billion square feet, or 409 million square meters, and completed sales acquisitions and finance transactions of approximately $136 billion. At the end of the first quarter of 2017, JLL had nearly 300 corporate offices, operations in over 80 countries and a global workforce of more than 78,000. As of March 31, 2017, LaSalle Investment Management had $58.0 billion of real estate under asset management. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit www.jll.com. JLL is focused on winning in the marketplace and being the industry leader, executing better than anyone else and innovating to create great products and services. We operate in an atmosphere of excellence, integrity, respect and trust. We bring a sense of teamwork, inclusion and diversity in everything we pursue. Our clients see the results as we address their needs, solve their problems and bring new ideas. As a distinguished market leader, we offer challenging career opportunities in an exciting environment. Our future success as a firm depends on our ability to attract, develop and retain the very best people in the business. Our values define who we are, underscore our commitment to clients and provide direction for everything we do. Our unique culture has been recognized by industry experts and our peers. We are: * A "best company to work for' in multiple locations around the globe, including Chicago, San Francisco, London, Ireland, Shanghai and Hong Kong * World's Most Ethical Companies from Ethisphere Institute for seven consecutive years * America's 100 Most Trustworthy Companies from Forbes Magazine * #1 Top Corporate Real Estate Firm 2013 from Watkins Research Group, Inc. for six consecutive years This partial list of awards demonstrates our record of achievement and our commitment to fostering an award-winning culture. For further information, visit www.jll.com. Information Security Statement Employees are expected, at all times, to perform their responsibilities in accordance with the JLL Code of Business Ethics and the firm's corporate policies. Employees granted access to the firm's information technology are expected to follow the firm's guidance designed to promote best practices for information security, data privacy and the appropriate use of technology systems. EEO Statement JLL is committed to developing and maintaining a diverse workforce, and strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship. Please visit www.JLL.com for additional information on JLL's commitment to equal opportunity. Start a lasting career with JLL today! Total Rewards reflects JLL's investment in employees' needs and preferences in Career, Recognition, Well-being, Benefits and Pay. We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online. All resumes MUST BE submitted via our web site #LI JLL Privacy Statement When you visit JLL websites, JLL may collect information related to those visits, without you actively sending that information. This information may include, for example, the internet browser you are using, your access device's operating system, the language in which that system presents information to you, your IP (Internet Protocol) address, the web search that took you to the JLL website, the web pages and advertisements displayed to you, and the links you click on. For additional details please see JLL's Global Privacy Statement or our career site pages for each country. For employees in the United States, please view our Equal Opportunity and Information Security disclaimers here. Jones Lange Lasalle Inc. Chicago IL

Tenant Service Representative

Jones Lange Lasalle Inc.