Tenant Services Representative
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POST DATE 8/19/2016
END DATE 10/26/2016
Jones Lang Lasalle
JOB DESCRIPTIONPosition Title
Tenant Services Representative
Auto Req ID
We are currently seeking a Tenant Services Representative for the Boston, MA area.
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 (G.E.D.).
An Associate s or Bachelor s degree is a plus, or one to three months related experience and / or training; or equivalent combination of education and experience.
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.
Ability to add, subtract, multiply and divide in all units of measure, using whole numbers common fractions, and decimals.
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 (Word, Excel, PowerPoint, Access and Outlook), 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.
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.
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.
Provides direct administrative support to Assistant General Managers, General Managers and Engineers including answering and directing calls, greeting visitors, ordering supplies, maintaining files, producing and distributing forms, etc.
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.
Assists team members with budget preparation for the property as requested by Manager.
(Where applicable) Tenant Service Coordinator may be responsible for ensuring all invoices for the property are coded, given to GM for approval and paid.
Obtains completed W-9 forms from all vendors.
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 Billing / Adjustment Forms
TSC will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Requests to be billed back to tenants, including work orders and utility charges.
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.
Ensure all tenant contact information is accurate and completed in all building systems.
Assist with scheduling contractor work throughout the building and accurately communicated impact to tenants.
Provide superior customer service to all tenants at all times.
General Tenant Information
Keep managers informed of activities and events involving tenants.
Review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants.
Prepare tenant memos 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.
Maintain daily and update no less than monthly tenant, employee and contractor s contacts lists to include emergency contact numbers.
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.
Any and all other duties as assigned by Manager.
Start a lasting career with JLL today!
Total Rewards reflects JLL s investment in employees needs and preferences in Career, Recognition, Well-being, Benefits and Pay. We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online. All resumes MUST BE submitted via our web site. Please reference Job 42576BR.
Org Marketing Statement
JLL (NYSE: JLL) is a professional services and investment management firm offering specialized real estate services to clients seeking increased value by owning, occupying and investing in real estate. A Fortune 500 company with annual fee revenue of $5.2 billion and gross revenue of $6.0 billion, JLL has more than 280 corporate offices, operates in more than 80 countries and has a global workforce of more than 60,000. On behalf of its clients, the firm provides management and real estate outsourcing services for a property portfolio of 4.0 billion square feet, or 372 million square meters, and completed $138 billion in sales, acquisitions and finance transactions in 2015. Its investment management business, LaSalle Investment Management, has $58.3 billion of real estate assets under management. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit www.jll.com.
JLL is focused on winning in the marketplace and being the industry leader, executing better than anyone else and innovating to create great products and services. We operate in an atmosphere of excellence, integrity, respect and trust. We bring a sense of teamwork,