Tenant Service Representative

Tenant Service Representative

Requirements

• BA/BS required
• Less than 1 year of experience/entry level
• Commercial real estate experience a plus
• 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

Responsibilities

• Provides direct administrative support to Managers, Engineering team 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 in the absence of Tenant Experience Manager
• Responsible for Management Audits (CEP) and prepares all files and records in preparation for the audit annually, in the assigned categories
• 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 and/or maintain electronic file system (Dropbox)
• Maintain and update employee, clients and customer contact databases including emergency contact information
• Organize department lunches, meetings, events and assist Tenant Experience manager where necessary with 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) and (AGM)
• Develops, revises and coordinates implementation of property manuals within the portfolio with the assistance of the property team members
• Process all aspects accounts payable (A/P) including coding invoices and support the PA in billing tenants of accounts receivable (AR)
• Obtain completed W-9 forms from all vendors
• Initiates cost reduction programs relative to office supplies, equipment and furnishings and maintain such
• Obtains proposals as directed by GM or AGM for 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 monthly
• Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.

Preferred Qualifications

• Knowledge of Cash, Yardi and 4sight is preferred