Tenant Service Representative

Location: New York

** JLL empowers you to shape a brighter way**.Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  

Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

The Tenant Services Representative (TSR) plays a key role in ensuring tenant satisfaction and maintaining strong relationships between the property management team and our tenants.

The TSR position is based on-site.  Local market requirements may vary slightly.
** Estimated total compensation for this position:**$25.00 - $26.44 per hour
* The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data* *.
* Expected

Schedule:

Monday - Friday 8:30 am - 5:30 pm
** WHAT YOU’LL BE DOING
** Client/Tenant Services:
* Maintain positive and professional relationships with tenants by providing superior customer service.
* Prepare high-quality tenant memos and correspondence as directed by the Manager.
* Provide coverage at the reception desk, greet visitors, and assist with customer service requests.
* Serve as a liaison between tenants and building engineers, security, housekeeping, and vendors.
* Monitor tenant work orders and follow up to ensure timely completion.
* Coordinate tenant meetings, trainings, and events.
* Facilitate tenant move-ins/move-outs by coordinating arrangements, notifications, and insurance requirements.
* Prepare electronic tenant newsletters, and daily security and janitorial reports.
* Manage tenant access cards activation and deactivation.

Administrative:
* Provide direct administrative support to Managers and Chief Engineer.
* Ensure accurate and compliant certificates of insurance for tenants and contractors.
* Regularly check and respond to emails, including tenant service requests.
* Maintain regular contact with maintenance staff to ensure common areas are well-maintained.
* Support Management Audits by preparing files and records annually.
* Sort, organize, and distribute incoming mail, and prepare outgoing mail and packages.
* Type general correspondence and memos, and prepare large mailings.
* Create and maintain organized filing systems.
* Update employee, clients, and tenant contact databases.
* Prepare reports for distribution.
* Organize conference room reservations.
* Assist in organizing department lunches, meetings, events, and business travel.
* Participate in creating and implementing property and employee manuals and handbooks.
* Assist Chief Engineer in meeting Operations Audit criteria.
* Handle ad hoc administrative requests.

Financial:
* Process accounts payable, including coding invoices and tenant billing.
* Obtain completed W-9 forms from vendors.
* Assist team members with property budget preparation.
* Prepare manual adjustment forms for tenant service requests.
* Assist with new vendor set-up process if needed.
* Support the management team with monthly financial reporting requirements.

Operations:
* Ensure accurate tenant contact information in building systems.
* Coordinate access for vendors.
* Schedule materials to be moved into or out of the property.
* Update assigned sections of the property's emergency preparedness website.
* Assist in planning an annual safety warden meeting and updating emergency procedures and documentation.
* Maintain hard copy and electronic files of contracts for contractors and vendors, track contract expiration, and facilitate renewals.

Miscellaneous:
* Perform any other duties and tasks assigned to ensure organizational excellence at the property.
** WHAT YOU BRING TO THE TABLE
** Education/Training:
* High School Diploma - Bachelor's degree preferred
* Commercial real estate experience is a plus.

Years of relevant experience:
* Less than 1 year of experience/entry level

Skills and knowledge:
* Advanced oral and written communication skills, including the ability to speak effectively before small groups of tenants or employees.
* Ability to read and interpret documents accurately.
* Strong attention to detail.

Other abilities:
* Typing speed of at least 65 words per minute with 90% accuracy.
* Proficient knowledge of Microsoft Office/Suite. Willingness to learn and become proficient in other standard software programs used by JLL or the client. Knowledge of Cash, Yardi, and 4sight is preferred.

Physical work requirements and work conditions:

In compliance with the Americans with Disabilities Act (ADA), the TSR’s responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical…