Tenant Service Representative - Warrenville, United States - JLL

Description

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients.

We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work.

Whether you've got deep experience in commercial real estate, skilled trades, and technology, or you're looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

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 high-quality 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.
• Regularly check and respond to emails, including tenant service requests.
• Maintain regular contact with maintenance staff to ensure common areas are well-maintained.
• 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 W-9 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 set-up 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 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 will be made to enable individuals with disabilities to perform the essential functions of the role.


WHAT'S IN IT FOR YOU

• Join an industry leader and shape the future of commercial real estate.
• Deep investment in cutting-edge technology to power your work.
• Comprehensive and competitive benefits plan.
• A supportive, caring and diverse work environment designed for your growth and well-being.
• A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.

Location:
On-site -Warrenville, IL

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements.

We're interested in getting to know you and what you bring to the table

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.

Some of these benefits may include:

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Flexible and Remote Work Arrangements may be available

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services.

We take our responsibility to protect the personal information provided to us seriously.

Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process.

We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons.

We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here.

This position may require you to be fully vaccinated against COVID-19. If required, you'll be asked to provide proof that you're fully vaccinated upon your start date.

You're considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen).

Failure to provide proof of vaccination may result in termination.

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.

If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests.

This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities.

Only job-related convictions will be considered and will not automatically disqualify the candidate.

Accepting applications on an ongoing basis until candidate identified.