Jones Lang LaSalle Incorporated
Tenant Service Representative
Jones Lang LaSalle Incorporated, Chicago, Illinois, United States, 60290
Tenant Service RepresentativeLocation:
On-site – Chicago, IL
SUMMARYEnsure organizational excellence at a property by providing administrative support to the General Manager (GM) and Property Teams. Maintain positive relations between building tenants and owners and JLL.
ESSENTIAL FUNCTIONS
Provides direct administrative support to Managers and Chief Engineer (CE) 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.
Assist in Management Audits and prepares all files and records in preparation for the audit annually.
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.
Update and file all documents for Vendors and Customers and ensure that contract and lease administration files are accurate and up to date.
Maintain and update employee, clients and customer contact databases.
Organize department lunches, meetings, events and business travel and all conference room reservations.
Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers.
Establishes the new tenant welcome and orientation program as follow-up to tenant construction coordination process managed by the (GM).
Develops, revises and coordinates implementation of property manuals within the portfolio with the assistance of the property team members.
Assists (CE) in meeting the assigned criteria within the Operations Audit.
Ad hoc administrative requests.
FINANCIAL
Process all aspects of accounts receivable (AR) and accounts payable (A/P) including coding invoices and billing tenants.
Obtain completed W-9 forms from all vendors.
Initiates cost reduction programs relative to office supplies, equipment and furnishings and maintain such.
Negotiates 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 on a monthly basis.
Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.
Enter data on tracking spreadsheet, calculate what is owed, bill the tenants, and add charges to monthly manual adjustment forms.
Prepare invoices to be billed back to clients and send out accordingly for payment. Copies of invoices must be sent to JLL corporate.
EDUCATION AND EXPERIENCE
BA/BS required.
Less than 1 year of experience/entry level.
Commercial real estate experience a plus.
KNOWLEDGE, SKILLS, AND ABILITIES
Advanced oral and written communication skills.
Ability to speak effectively before small groups of tenants or employees.
Strong organizational skills.
Self-starter, able to manage multiple projects simultaneously and under pressure.
Ability to work efficiently autonomously or as a member of the team.
Strong attention to detail.
Proficient knowledge of Microsoft Office/Suite.
Knowledge of Cash, Yardi and 4sight is preferred.
PHYSICAL WORK REQUIREMENTS / WORK CONDITIONSIn compliance with the Americans with Disabilities Act (ADA), the Tenant Service Coordinator’s responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
Is regularly required to sit for long periods of time.
The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl.
Lifting a minimum of thirty-five (35) pounds.
Using keyboards for typing and computer input.
Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.
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:
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.
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On-site – Chicago, IL
SUMMARYEnsure organizational excellence at a property by providing administrative support to the General Manager (GM) and Property Teams. Maintain positive relations between building tenants and owners and JLL.
ESSENTIAL FUNCTIONS
Provides direct administrative support to Managers and Chief Engineer (CE) 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.
Assist in Management Audits and prepares all files and records in preparation for the audit annually.
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.
Update and file all documents for Vendors and Customers and ensure that contract and lease administration files are accurate and up to date.
Maintain and update employee, clients and customer contact databases.
Organize department lunches, meetings, events and business travel and all conference room reservations.
Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers.
Establishes the new tenant welcome and orientation program as follow-up to tenant construction coordination process managed by the (GM).
Develops, revises and coordinates implementation of property manuals within the portfolio with the assistance of the property team members.
Assists (CE) in meeting the assigned criteria within the Operations Audit.
Ad hoc administrative requests.
FINANCIAL
Process all aspects of accounts receivable (AR) and accounts payable (A/P) including coding invoices and billing tenants.
Obtain completed W-9 forms from all vendors.
Initiates cost reduction programs relative to office supplies, equipment and furnishings and maintain such.
Negotiates 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 on a monthly basis.
Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.
Enter data on tracking spreadsheet, calculate what is owed, bill the tenants, and add charges to monthly manual adjustment forms.
Prepare invoices to be billed back to clients and send out accordingly for payment. Copies of invoices must be sent to JLL corporate.
EDUCATION AND EXPERIENCE
BA/BS required.
Less than 1 year of experience/entry level.
Commercial real estate experience a plus.
KNOWLEDGE, SKILLS, AND ABILITIES
Advanced oral and written communication skills.
Ability to speak effectively before small groups of tenants or employees.
Strong organizational skills.
Self-starter, able to manage multiple projects simultaneously and under pressure.
Ability to work efficiently autonomously or as a member of the team.
Strong attention to detail.
Proficient knowledge of Microsoft Office/Suite.
Knowledge of Cash, Yardi and 4sight is preferred.
PHYSICAL WORK REQUIREMENTS / WORK CONDITIONSIn compliance with the Americans with Disabilities Act (ADA), the Tenant Service Coordinator’s responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
Is regularly required to sit for long periods of time.
The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl.
Lifting a minimum of thirty-five (35) pounds.
Using keyboards for typing and computer input.
Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.
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:
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.
#J-18808-Ljbffr