Tenant Services Representative

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

WHAT YOU’LL BE DOING

Client/Tenant Services:

• Takes great pride in offering helpful, friendly service at all times.
• Greets and assists all guests and property personnel in an efficient and courteous manner.
• Coordinate regular programming including but not limited to themed events, lunch and learns, conveniences, entertainment, philanthropy, and brand activations for the building and individual companies.
• Maintains a strong knowledge of offerings at the property and can guide guests to appropriate merchandise, dining options, gift ideas, etc.
• Prepare high-quality tenant memos and correspondence as directed by the Manager.
• Manage property amenity spaces including tenant lounge, conference center, outdoor space, and other common areas.
• Act as a building ambassador, including maintaining a welcoming presence in public spaces during high traffic times and during events
• Plan and maintain the property programming budget.
• Provide coverage at the reception desk, greet visitors, and assist with customer service requests.
• Builds professional networks within the guest base and community to enhance knowledge and services currently being offered
• Creates property marketing collateral which may include newsletters, signage, e-blasts, social media posts, etc
• Ability to think quickly and efficiently when confronted with a client request
• Serve as a liaison between tenants and building engineers, security, housekeeping, and vendors.
• Monitor tenant work orders and follow up to ensure timely completion.
• Facilitate tenant move-ins/move-outs by coordinating arrangements, notifications, and insurance requirements.

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.
• Sort, organize, and distribute incoming mail, and prepare outgoing mail and packages.
• 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.
• Manage tenant access cards activation and deactivation.
• Handle ad hoc administrative requests.

Operations:

• Coordinate access for vendors.
• 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:

• College Diploma
• Event planning, customer service, and commercial real estate experience is a plus.
• Previous concierge or VIP retail experience beneficial.
• Entry level: 1-3 years of experience preferred.

Skills and knowledge:

• Experienced in marketing and event planning
• Independent thinking and self-starter
• Ability to host and engage tenants and visitors to participate in events and programming
• Superior knowledge of local area cultural, dining, and entertainment venues, and ability to match client and tenant desires to the appropriate venue
• Able to multi-task in a fast-paced environment, accommodating and communicating to a broad range of clientele with varied needs
• Able to think quickly and efficiently when confronted with a client or tenant request
• Motivated self-starter who is able to work with minimal supervision
• Creative problem solver
• Great time management
• Proactive, approachable and solution-focused
• 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.
• 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 Yardi is beneficial.

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 requirements apply:

• Sitting for long periods of time.
• Frequently standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
• 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 will be made to enable individuals with disabilities to perform the essential functions of the role.

WHAT’S IN IT FOR YOU

• Join an industry leader and shape the future of commercial real estate.
• Deep investment in cutting-edge technology to power your work.
• Comprehensive and competitive benefits plan
• A supportive, caring and diverse work environment designed for your growth and well-being.
• A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.