COMPLETE Tenant Service Representative - Chicago, IL

JLL supports the Whole You, personally and professionally.

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work.  Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

Job Title: Tenant Service Representative

Reports To: General Manager or its designee

Job Summary: Ensure organizational excellence at a property by providing administrative support to the Manager and Property Teams.  Maintain positive relations between building tenants and owners and Jones Lang LaSalle.

Job Responsibilities:

Client/Tenant Services –

• 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.

Administrative –

• 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.
• Email should be checked on a regular basis but no less than 5 times per day. If the property uses email to receive tenant service requests, then email should be checked every 30 minutes.
• 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

Financial –

• 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.

Operations –

• 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. 

Misc. –

Any and all other duties and tasks assigned

Education/Training –

• High School Diploma
• BA/BS preferred
• Commercial real estate experience a plus

Years of relevant experience - Less than 1 year of experience/entry level

Skills and knowledge –

• 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.

Other abilities –

• 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.

Physical work requirements and work conditions -

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

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

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

• Flexible and Remote Work Arrangements may be available

About JLL –

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with annual revenue of $20.9 billion and operations in over 80 countries around the world, our more than 103,000 employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAY. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.

JLL Privacy Notice

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.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

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

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

This position may require you to be fully vaccinated against COVID-19. If required, you’ll be asked to provide proof that you’re fully vaccinated upon your start date. You’re considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination. 

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.