Tenant Services Coordinator
JLL - Seattle, WA
Position Summary:
RESPONSIBILITIES
ADMINISTRATIVE
- Acts as an effective liaison between tenants and building engineers, security and housekeeping by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner.
- Ensures that the telephone is answered within two rings with the standard office greeting.
- Greets guests and visitors to the management office and effectively deals with their concerns by exhibiting a professional, mature, courteous, gracious and efficient manner.
- Provides direct administrative support to Managers, Chief Engineer and Engineers.
- Maintains and updates COI’s on a regular basis for both Tenants and Contractors. Each property will have their own COI tracking system, either manual or electronic and must comply with JLL Management Audit requirements.
- Checks email 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.
- Contacts repair services for all office equipment when necessary or requested by team member.
- Sets up and cleans up refreshments and snacks, as appropriate for conference room meetings.
- Remains in regular contact will maintenance staff to ensure the lobby, elevators, exterior, flower beds, etc. are clean. Responsible for the overall cleanliness of the reception, lobby and or building managed conference room areas.
- Ensures compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
- Assists engineering staff in preparation of annual Operations Audit.
- Assists team members with budget preparation for the property as requested by Manager.
- Setup conference room facilities per Tenant’s direction. This includes but is not limited to: confirming the equipment is operating properly, moving and arranging tables, stocking the beverages and paper products, etc.
ACCOUNTING
- Ensures all invoices for the property are coded, given to GM or AGM for approval and paid. When checks are returned, TSC must verify check information matches invoice, return invoice stub and attached to check and mail out accordingly. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. All payables process must comply with JLL Management Audit.
- Obtains completed W-9 forms from all vendors.
- Prints Aged Delinquency report on the designate day each month. TSC 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 manager in order to discuss next steps.
- Prepares manual adjustment forms for all miscellaneous Tenant Service Requests. These should be processed each month and signed by the GM and faxed or scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.
- Enters invoices each week for AP processing.
- Print monthly rent statements and deliver them per the tenants preferred method (email, mail, hand delivery)
OPERATIONS
- Responsible for daily review of tenant service requests noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Works with engineering staff to ensure discrepancies and address in next staff meeting.
- Ensures satisfaction surveys are completed by all.
- Ensures all tenant contact information is accurate and completed in all building systems (e.g. 360Facility, Building Engines, Angus Anywhere, 4Sight, etc.).
- Ensures that “Best Practices” and “Core Charters” are implemented at the property.
- Provide copies of utility invoices or information to either or Energy Star on a monthly basis (electricity & water usages/cost).
TENANT RELATIONS
- Provides superior customer service to all tenants at all times.
- Participates in planning and coordinating of all schedule tenant events at the property.
- Keeps managers informed of activities and events involving tenants.
- Plans agenda for meetings and have approved by Manager. Set up lunch for Tenant and Property Manager to discuss pertinent building issues (should be at least 1 per quarter).
- Reviews, updates and revises as necessary. Coordinates distribution of updates or revisions to all tenants.
- Prepares tenant memos and correspondence as directed by Managers regarding building holidays, upcoming events, etc.
- Coordinates 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. This is then filed in the tenant’s lease file.
- Maintains daily and update no less than monthly tenant, employee and contractor’s contacts lists to include emergency contact numbers. This should also be updated no less than monthly in the properties 4Sight program.
EMERGENCY PROCEDURES
- Updates all assigned sections of the property’s 4Sight website to include but not limited to emergency contacts, space utilization module, table top information, etc.
- Works with Manager and Engineering staff to plan an annual safety warden meeting. TSC to assist in updating emergency procedures and all required documentation for the meeting.
- Works with Manager and Engineering staff to update the emergency manual and ensure that all new tenants receive the manual in a timely fashion upon move-in.
REQUIREMENTS
- High school diploma or general education degree (GED) required. Associates or Bachelor degree preferred, or six 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, clients and other employees of the organization.
- 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.
- 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.
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 36515BR
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Posted: 30+ days ago
