Tenant Service Representative - Warrenville, United States - JLL

JLL
JLL
Verified Company
Warrenville, United States

1 week ago

Mark Lane

Posted by:

Mark Lane

beBee recruiter
Description

JLL supports the Whole You, personally and professionally.


The
Tenant Services Representative (TSR) plays a key role in ensuring tenant satisfaction and maintaining strong relationships between the property management team and our tenants.

The TSR position is based on-site.


WHAT YOU'LL BE DOING

Client/Tenant Services:

  • Maintain positive and professional relationships with tenants by providing superior customer service.
  • Prepare highquality tenant memos and correspondence as directed by the Manager.
  • Provide coverage at the reception desk, greet visitors, and assist with customer service requests.
  • Serve as a liaison between tenants and building engineers, security, housekeeping, and vendors.
  • Monitor tenant work orders and follow up to ensure timely completion.
  • Assist with coordination of tenant meetings, trainings, and events.

Administrative:

  • Provide direct administrative support to Team.
  • Ensure accurate and compliant certificates of insurance for tenants and contractors along with keeping tracking log updated.
  • Maintain regular contact with maintenance staff to ensure common areas are wellmaintained.
  • Support Management & Engineering Audits by preparing files and records, as requested.
  • Sort, organize, and distribute incoming mail, and prepare outgoing mail and packages.
  • Type general correspondence and memos, and prepare large mailings (electronic & hard).
  • Create and maintain organized filing systems.
  • Update employee, clients, and tenant contact databases.
  • Participate in creating and editing property and employee manuals and handbooks.
  • Handle ad hoc administrative requests.

Financial:

  • Process accounts payable, including coding invoices and tenant billing.
  • Obtain completed W9 forms from vendors and process in JLL system.
  • Assist team members with property budget preparation.
  • Prepare manual adjustment forms for tenant service requests.
  • Assist with new vendor setup process if needed.
  • Support the management team with monthly financial reporting requirements.

Operations:

  • Ensure accurate tenant contact information in various building systems.
  • Assist with coordinating access for vendors.
  • Update assigned sections of the property's emergency preparedness website/manual.
  • Assist in planning an annual safety warden meeting and updating emergency procedures and documentation.
  • Maintain hard copy and electronic files of contracts for contractors and vendors, track contract expiration, and facilitate renewals, as needed.

Miscellaneous:

  • Perform any other duties and tasks assigned to ensure organizational excellence at the property.

WHAT YOU BRING TO THE TABLE

Education/Training:

  • High School Diploma
  • Bachelor's degree preferred (required for advancement to AGM)
  • Commercial real estate experience is preferred.

Years of relevant experience:

  • 1 year of experience/entry level

Skills and knowledge:

  • Advanced oral and written communication skills, including the ability to speak effectively before small groups of tenants or employees, getting messages across with desired effect.
  • Strong 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.

  • Proficient knowledge of Microsoft Office/Suite (Excel advanced training is a plus). Willingness to learn and become proficient in other standard software programs used by JLL or the client. Knowledge of Pay Scan, Yardi, and Building Engines/Prism is preferred.
  • Dealing with Ambiguity
  • Comfortable with change and uncertainty. Can shift gears comfortably.
  • Learning on the Fly
- learn quickly when facing new problems. Capable of developing effective and constructive solutions to challenges and obstacles.

  • Self-Starter
- able to start and complete projects independently.

  • Ability to manage multiple projects under pressure.
  • Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines.
  • Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week.

Physical work requirements and work conditions:
In compliance with the Americans with Disabilities Act (ADA), the TSR's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:

  • Sitting for long periods of time.
  • Frequently standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
  • Reading video display terminals, order forms, and other written documents.
  • Lifting a minimum of thirtyfive (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 will be made to
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