Tenant Service Representative - Warrenville, United States - JLL
Description
LL 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.
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
- 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
- Self-Starter
- 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.
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