Tenant Services Representative
- Miami, FL
- Permanent
- Full-time
- 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.
- 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.
- 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.
- 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.
- Perform any other duties and tasks assigned to ensure organizational excellence at the property.
- High School Diploma - Bachelor's degree preferred
- Commercial real estate experience is a plus.
- Less than 1 year of experience/entry level
- 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.
- 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.
- 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.
- 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.
I want to work for JLL.Accepting applications on an ongoing basis until candidate identified.