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Tenant Service Representative
Warrenville, IL
Job Description
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.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
1+ years
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