Tenant Services Coordinator

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate. We’re a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 60,000 individuals. And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.

The Tenant Services Representative provides direct administrative support to Property Managers and Chief Engineer.

* Certificate of Insurance Tracking – COI’s must be maintained and updated on a regular basis for both Tenants and Contractors. * General Filing – PA is responsible for ensuring all document/paper work for the property is filed no less than weekly. * Postage Meter – Monitors status of postage meter and refills when appropriate. Orders supplies for meter and gets required annual inspections. * Repair Service – Contacts repair services for all office equipment when necessary or requested by team member. * Overnight Mail – Prepares express mail packages and monitors supply levels and replenishes as necessary. * Office Supplies – All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers. * Management Audit – Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually. * Operations Audit – Assist engineering staff in preparation of annual Operations Audit. * Budget Preparation – Assists team members with budget preparation for the property as requested by Manager. **Accounting** * Accounts Payables – Property Administrator is responsible for ensuring all invoices for the property are coded, given to GM for approval and paid. * W-9’s – Obtains completed W-9 forms from all vendors. * Accounts Receivable – Print Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters for charges over 30 days old. * Manual Adjustment Forms – PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request (ie requested HVAC over time, labor to hang white boards, keys, etc.). * Electric Consumption Tracking- responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants and adds charges to monthly Manual Adjustment Form. **Operations** * Tenant Service Request – PA is responsible for daily review of TSR’s noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with engineering staff to ensure discrepancies and address in next staff meeting. * Contracts- draft contracts as requested by managers within 24-48 hours of the request for review by the manager. * Access Cards – PA responsible for ensuring all tenant access cards are activated and deactivated as requested. This system will be different from property to property. Check with Manager for proper protocol depending on the monitoring company. * Special Dumpster Request – If a tenant needs to fill the dumpster, PA responsible for scheduling special pickups for the tenant and is responsible for billing the tenant for the pickup. **Tenant Relations** * Customer Service – Provide superior customer service to all tenants, clients, contractors and vendors at all times. * Tenant Events – PA is responsible for assisting APM, PM or GM in planning and coordination of all schedule tenant events at the property. * Tenant Meetings – Plan agenda for meetings and have approved by Manager. Set up lunch for Tenant and Property Manager to discuss pertinent building issues (should be at least 1 per quarter). * Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants. * Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding building holidays, upcoming events, etc. * Safety Warden Meetings – Work with Manager and Engineering staff to plan an annual safety warden meeting. * Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. * Contact Lists – maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists to include emergency contact numbers.

* Bachelor’s Degree or commensurate experience required. * Microsoft Office proficiency * Workplace experience, minimum of 1-3 years in a workplace setting * Commercial Real Estate Experience a Plus * Planning and Organizing – establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, uses resources effectively and efficiently. * Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect. * Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty. * Interpersonal Savvy – relates well to professionals both inside and outside the organization uses diplomacy and tact. * Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks. * Self-Starter – able to start and complete projects independently. * Time Management – use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others. * Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect. * 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