Tenant Service Representative - Chicago Office
Chicago (Cook) Bachelor's Degree Accounting / Management control
Job description
DAILY DUTIES
ADMINISTRATIVE
Building Liaison - Act as an effective liaison between tenants, engineers, and General Manager by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner.
Support – provides direct administrative support to Assistant General Managers, General Managers and Engineers.
Certificate of Insurance Tracking – COI’s must be maintained and updated on a regular basis for both Tenants and Contractors. Each property will have its own COI tracking system, either manual or electronic and must comply with JLL Management Audit requirements.
Budget Preparation – Assists team members with budget preparation for the property as requested by Manager.
ACCOUNTING
Accounts Payables – (Where applicable) Tenant Service Coordinator may be 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. TSR is responsible for sending delinquency letters for charges over 30 days old. This can be done via a hard letter or an email to the tenant. Copies of emails should be kept in the tenant’s lease file. Track delinquencies not received in 10 days and report the information to the General Manager in order to discuss next steps.
Manual Adjustment Forms – TSC will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request.
OPERATIONS
Tenant Service Request – TSC 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.
Contact Information - Ensure all tenant contact information is accurate and completed in all building systems.
Core Charters/Best Practices - Ensure that “Best Practices” and “Core Charters” are implemented at the property.
TENANT RELATIONS
Customer Service – Provide superior customer service to all tenants at all times.
General Tenant Information - Keep managers informed of activities and events involving tenants.
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.
Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. TSC should ensure all items on the Tenant Move In Checklist are completed for each new tenant.
Contact Lists – maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists to include emergency contact numbers.
EMERGENCY PROCEDURES
4Sight - No less than monthly, TSC should update all assigned sections of the property’s 4-sight website to include but not limited to emergency contacts, space utilization module, table top information, etc.
OTHER
Any and all other duties as assigned by Manager.
QUALIFICATIONS – To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.
EDUCATION/EXPERIENCE – High school diploma or general education degree (GED). Associates or Bachelor degree a plus, or one to three months related experience and/or training; or equivalent combination of education and experience.
LANGUAGE SKILLS – Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, vendors and other employees of the organization.
MATHMATICAL SKILLS- Ability to add, subtract, multiply and divide in all units of measure , using whole numbers common fractions, and decimals.
REASONING ABILITY – Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written and oral form.
OTHER SKILLS AND ABILITIES – Proficient knowledge of Microsoft Office/Suite, and any other software program or piece of technology identified as standard for Jones Lang LaSalle or requested by the Client. 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.
PHYSICAL DEMANDS
In compliance with The American’s 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.
• 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.
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