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Tenant Services Representative
Miami, FL
Job Description
JLL is currently seeking a dynamic individual for the role of Tenant Services Representative whose primary responsibility is to ensure organizational excellence at a property by providing administrative support to the Manager and Property Teams. Also, to maintain positive relations between building tenants and owners and Jones Lang LaSalle.
WHAT YOU'LL BE DOING/WHAT WE NEED FROM YOU/WHAT YOU'LL DO
Responsible for maintaining the day-to-day relationships with tenant contacts and always providing superior customer service to tenants.
Prepare tenant memos and correspondence as directed by Manager and ensure that all communications are of the highest quality.
Provides coverage to reception desk and greets guests, visitors, clients, and tenants. Ensures that telephone is answered within three rings. Assist with customer service requests, determine the nature of the business, and escalate issues to the appropriate property management staff. Exhibit a professional, mature, courteous, gracious, and efficient manner.
Liaison between tenants and building engineers, security, housekeeping, and vendors by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner.
Monitor Tenant work-orders and follow-up with tenants to ensure service requests are completed to their satisfaction.
Coordinate tenant meetings, trainings and events held on the property.
Coordinate all arrangements and notifications, acquire proper authorizations, and collect certificates of insurance as necessary for all tenant move-ins/move-outs. Ensure all items on the tenant move-in checklist are completed for each new tenant and filed in the tenant's lease file.
Prepare electronic Monthly Tenant Newsletter, Daily Security and Janitorial Report
Ensure all tenant access cards are activated and deactivated as requested.
Provides direct administrative support to Managers and Chief Engineer.
Ensure that 100% of certificates of insurance for tenants and contractors are accurate and in compliance with standards.
Remain in regular contact with maintenance staff to ensure the common areas are maintained.
Assist in supporting Management Audits and prepares all files and records in preparation for the audit annually.
Sort, organize and distribute all incoming mail. Prepare and send all outgoing mail and packages including certified, overnight and special deliveries.
Type general correspondence and memos. Create/update mail merge data base and prepare correspondence for large mailings.
Create and maintain various filing systems in an accurate and organized manner.
Maintain and update employee, clients, and tenant contact databases.
Organize, compile and prepare reports for distribution.
Organizes all conference room reservations.
Organize department lunches, meetings, events and business travel.
Participate in the creation and implementation of property and employee manuals and handbooks with the property team members.
Assists Chief Engineer in meeting the assigned criteria within the Operations Audit.
Ad hoc administrative requests
Process accounts payable (A/P) including coding invoices and billing tenants.
Obtain completed W-9 forms from all vendors.
Assists team members with budget preparation for the property as requested.
Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly monthly.
Assists with New Vendor Set Up process as needed.
Assist management team with monthly reporting requirements. This could include review of financials, or assembly of final, electronic report file.
Ensure all tenant contact information is accurate and completed in all building systems.
Coordinate access for vendors.
Scheduling use of materials to be moved into or out of property.
Update all assigned sections of the property's 4-Sight (JLL's web-based tool for emergency preparedness) website, including emergency contacts, space utilization, tabletop information, at least monthly.
Work with Manager and engineering staff to plan an annual safety warden meeting. Assist in updating emergency procedures and all required documentation for the meeting.
Maintain hard copy and electronic files of contracts for all active contractors and vendors, track expiration of service contracts and renew as necessary or as requested by property management staff.
WHAT YOU BRING/ WHAT YOU WILL BRING TO THE TABLE/WHAT WE'RE LOOKING FOR
High School Diploma
BA/BS preferred
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 comfortably handle risk and uncertainty.
Strong attention to detail.
Ability to type at least 65 wpm with 90% accuracy.
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. Knowledge of Cash, Yardi and 4sight is preferred.
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
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.
WHAT YOU'LL BE DOING/WHAT WE NEED FROM YOU/WHAT YOU'LL DO
Responsible for maintaining the day-to-day relationships with tenant contacts and always providing superior customer service to tenants.
Prepare tenant memos and correspondence as directed by Manager and ensure that all communications are of the highest quality.
Provides coverage to reception desk and greets guests, visitors, clients, and tenants. Ensures that telephone is answered within three rings. Assist with customer service requests, determine the nature of the business, and escalate issues to the appropriate property management staff. Exhibit a professional, mature, courteous, gracious, and efficient manner.
Liaison between tenants and building engineers, security, housekeeping, and vendors by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner.
Monitor Tenant work-orders and follow-up with tenants to ensure service requests are completed to their satisfaction.
Coordinate tenant meetings, trainings and events held on the property.
Coordinate all arrangements and notifications, acquire proper authorizations, and collect certificates of insurance as necessary for all tenant move-ins/move-outs. Ensure all items on the tenant move-in checklist are completed for each new tenant and filed in the tenant's lease file.
Prepare electronic Monthly Tenant Newsletter, Daily Security and Janitorial Report
Ensure all tenant access cards are activated and deactivated as requested.
Provides direct administrative support to Managers and Chief Engineer.
Ensure that 100% of certificates of insurance for tenants and contractors are accurate and in compliance with standards.
Remain in regular contact with maintenance staff to ensure the common areas are maintained.
Assist in supporting Management Audits and prepares all files and records in preparation for the audit annually.
Sort, organize and distribute all incoming mail. Prepare and send all outgoing mail and packages including certified, overnight and special deliveries.
Type general correspondence and memos. Create/update mail merge data base and prepare correspondence for large mailings.
Create and maintain various filing systems in an accurate and organized manner.
Maintain and update employee, clients, and tenant contact databases.
Organize, compile and prepare reports for distribution.
Organizes all conference room reservations.
Organize department lunches, meetings, events and business travel.
Participate in the creation and implementation of property and employee manuals and handbooks with the property team members.
Assists Chief Engineer in meeting the assigned criteria within the Operations Audit.
Ad hoc administrative requests
Process accounts payable (A/P) including coding invoices and billing tenants.
Obtain completed W-9 forms from all vendors.
Assists team members with budget preparation for the property as requested.
Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly monthly.
Assists with New Vendor Set Up process as needed.
Assist management team with monthly reporting requirements. This could include review of financials, or assembly of final, electronic report file.
Ensure all tenant contact information is accurate and completed in all building systems.
Coordinate access for vendors.
Scheduling use of materials to be moved into or out of property.
Update all assigned sections of the property's 4-Sight (JLL's web-based tool for emergency preparedness) website, including emergency contacts, space utilization, tabletop information, at least monthly.
Work with Manager and engineering staff to plan an annual safety warden meeting. Assist in updating emergency procedures and all required documentation for the meeting.
Maintain hard copy and electronic files of contracts for all active contractors and vendors, track expiration of service contracts and renew as necessary or as requested by property management staff.
WHAT YOU BRING/ WHAT YOU WILL BRING TO THE TABLE/WHAT WE'RE LOOKING FOR
High School Diploma
BA/BS preferred
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 comfortably handle risk and uncertainty.
Strong attention to detail.
Ability to type at least 65 wpm with 90% accuracy.
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. Knowledge of Cash, Yardi and 4sight is preferred.
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
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
Open
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