Tenant Service Administrator at JLL in Boston, Massachusetts

Job Description:

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

Administrative:

• Provides direct administrative support to Management and Engineers


• Maintain regular contact with maintenance staff/cleaning company to ensure all elements of the property are clean and all needs are attended


• Assist in Management Audits


• Maintain and update employee, client and customer contract data bases


• Organize, compile and prepare reports for distribution


• Set the standard for compliance with JLL policies, procedures established for the property specifically as well as the firm


• Enforce compliance with insurance requirements among tenants and vendors


• Establish the new tenant welcome and orientation program


• Develop, revise, coordinate implementation of property manual / emergency procedures

Financial:

• Process A/P {accounts payable}


• Process A/R {accounts receivable}


• Obtain completed W-9's from all vendors


• Initiate a cost reduction program


• Assure technological advancement of support systems - maintaining budget guidelines


• Assist team with budget preparation


• Track budget line items related to administrative accounts


• Prepare manual adjustments forms for all misc tenant services requests


• Ensure Engineers take monthly readings from electric meters for tenants


• Assist with new vendor set up


• Assist management with monthly reporting


• Responsible for monthly MES bill-back to clients


• Responsible for invoicing tenants for any damage which they are directly responsible for reimbursement

Client Services:

• Responsible for maintaining the day-to-day relationships with tenant contacts


• Prepare tenant memos and all communications as directed be manager


• Open management office for business daily at 8:30am


• Liaison between tenants and all building staff/team members


• Responsible for SharePoint management and document loading


• Follow up on all tenant requests to ensure completed to satisfaction


• Coordinate tenant meetings and schedule lunch for tenants and managers


• Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI

{certificates of insurance} as necessary

• Prepare monthly tenant newsletter, daily security and janitorial reporting


• Maintain daily tenant, employee and contractor's contact


• Ensure all tenant needs - special needs are worked through effectively


• Assist the team with updating and implementing new property on-boarding

Operations:

• Review tenant services requests daily and note completion


• Ensure 100% completion rate of satisfaction surveys


• Ensure all tenant contact information is accurate and completed in all building systems


• Ensure that Best Practices and Core Charters are implemented at the property


• Provide copies of utility invoices or information to either Servidyne or Energy Star monthly


• Coordinate access for vendors


• Distribute documents to Lease Administration


• Scheduling use of materials to be moved into or out of property


• Construction Projects/Contractor Relations


• Update all assigned sections of the property's 4- Sight website


• Work with Manager and engineering staff to plan an annual safety warden meeting


• Draft contracts as requested by managers within 24-48 hours of the request


• Enter work orders into 360 for maintenance requests


• Prepare and lead Quarterly table top discussions with Team Members


• Collect HVAC PM Service contracts from Tenant's in accordance with the Lease Agreement on an annual basis

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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 email us at Accommodation.Reques@am.jll.com. 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.