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.   

Tenant Service Representative

Ensure organizational excellence at a property by providing administrative support to the General Manager (GM) and Property Teams.  Maintain positive relations between building tenants and owners and JLL. 
  
ESSENTIAL FUNCTIONS 

Provides direct administrative support to Managers, Engineering team and tenants as needed 

Ensure that 100% of certificates of insurance for tenants and contractors are accurate and in compliance with standards 

Responsible for the overall cleanliness of the reception, lobby, and/or building managed conference room areas in the absence of Tenant Experience Manager. 

Responsible for Management Audits (CEP) and prepares all files and records in preparation for the audit annually, in the assigned categories.  TSR has full responsibility for all audit related requirements in the assigned categories. 

Prepare and send all in and outgoing mail and packages including certified, overnight and special deliveries 

Type general correspondence and memos using mail merge for large mailings. 

Create, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policy and/or maintain electronic file system (Dropbox) 

Maintain and update employee, clients and customer contact databases including emergency contact information. 

Organize department lunches, meetings, events and assist Tenant Experience manager where necessary with conference room reservations 

Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel.  Establishes and implements compliance enforcement procedures 

Establishes the new tenant welcome and orientation program as follow-up to tenant construction coordination process managed by the (GM) and (AGM) 

Develops, revises and coordinates implementation of property manuals within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals 

FINANCIAL 

Process all aspects accounts payable (A/P) including coding invoices and support the PA in billing tenants of accounts receivable (AR) 

Obtain completed W-9 forms from all vendors 

Initiates cost reduction programs relative to office supplies, equipment and furnishings and maintain such 

Obtains proposals as directed by GM or AGM for office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines 

Coordinates timely repair and maintenance of office equipment 

Tracks budget line items relating to administrative account purchases and resolves negative variances relative to budget 

Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly monthly 

Ensure engineers take monthly readings from electric meters for tenants that have supplemental units. 

  
EDUCATION AND EXPERIENCE 

BA/BS required 

Less than 1 year of experience/entry level 

Commercial real estate experience a plus 

  
KNOWLEDGE, SKILLS, AND ABILITIES 

Advanced oral and written communication skills 

Ability to speak effectively before small groups of tenants or employees 

Ability to read and interpret documents such as safety rules, operating and maintenance instructions for office equipment, and procedure manuals 

Strong organizational skills 

Self-starter, able to manage multiple projects simultaneously and under pressure 

Develop effective and constructive solutions to challenges and obstacles 

Ability to work efficiently autonomously or as a member of the team 

Be a team player, dealing effectively with coworkers and internal clients at all levels and in multiple JLL disciplines 

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages 

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists 

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 

Can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, and can comfortably handle risk and uncertainty 

Strong attention to detail 

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 

  
PHYSICAL WORK REQUIREMENTS / WORK CONDITIONS 
In compliance with the Americans 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 

Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions 

Estimated total compensation for this position:

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 .

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

401(k) plan with matching company contributions

Comprehensive Medical, Dental & Vision Care

Paid parental leave at 100% of salary 

Paid Time Off and Company Holidays

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Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

California Residents only

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Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.