Tenant Services Representative

JLL - Dallas, TX

Position Summary:

OVERVIEW
We are currently seeking a professional to provide administrative support in Dallas, TX. The primary responsibility will be to provide support to a diverse group of internal and external customers at all levels of the organization.  This is an excellent opportunity for a motivated self-starter possessing a service attitude, and the ability to manage a diverse workload.

• Primary responsibility is to receive calls at management office and direct callers to appropriate destination.
• Greet guests and visitors to the management office and effectively deal with their concerns by exhibiting a professional, mature, courteous, gracious and efficient manner.
• Respond politely and promptly to tenant requests/problems and complaints.
• Organize and maintain tenant and vendor Certificates of Insurance.
• Open, date stamp, and distribute incoming mail; maintain confidentiality of items marked as such.
• Order and maintain kitchen, office, Federal Express, copy/fax/printer, postage meter supplies.
• Provide administrative support to General Manager, Assistant General Manager, and Building Engineering, including expense reports.
• Manage group calendar
• Take leading role in preparing, tracking and administering all service contracts
• Responsible for 360Facility Tenant work order system administration and timely and accurate tenant billings.
• Coordinate multiple tenant events throughout the calendar year
• Responsible for administration and upkeep of Emergency Preparation plan (4sight) maintaining 4Sight procedures and scoring.
• Responsible for the preparation and administration of office purchase orders
• All document/paper work for the property is filed no less than weekly. This includes but is not limited to legal correspondence, executed service contracts and any and all correspondence.  Most current documentation should be kept on top. All files at the property should comply with JLL Management Audit requirements.
• Contact repair services for all office equipment when necessary or requested by team member
• Sets up and cleans up refreshments, as appropriate for conference room meetings.
• Set up lunch for Tenant and Property Manager to discuss pertinent building issues (should be at least 1 per quarter).
• Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants.
• Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding building holidays, upcoming events, etc.
• Coordinate all arrangements for Tenant move in and outs, notifications and acquire proper authorizations and collect certificate of insurance as necessary. 
• Maintain 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 4-sight program.

 

• High school diploma or GED equivalent.
• 1+ years prior office experience
• Or any similar combination of education and experience

• Demonstrated proficiency with all applicable software packages, including work processing, graphics, and spreadsheets
• Excellent oral and written communication skills (spelling and grammar), good phone skills, organized, able to set priorities and meet deadlines, able to multitask, carefully proofs own work
• Proven record of providing excellent customer service, both internal and external
• Excellent interpersonal skills
• Ability to learn system applications that will be used to further enhance the Receptionist/Administrative Assistance position, i.e. excel, word, 360, etc…
• Ability to properly cross-training co-workers or temporary employees on Reception duties and procedures.

• Develop and maintain high customer satisfaction and value for services provided.
• Develop and maintain positive customer relationships.

• Proactively anticipate upcoming projects and needs of supported managers by prioritizing, communicating and balancing the workflow.  

• Effective time manager – Proven ability to consistently manage multiple projects with accuracy and zero missed deadlines. 
• Extremely high energy; fast-paced and driven to succeed.  Keen ability to work efficiently autonomously or as a member of a team.
• Organized - Creates, implements, and utilizes efficient systems and methods to maintain a highly-organized and neat workspace and office.  Establishes and maintains records management systems that are easily understood and utilized, and that are compliant with all rules, laws, and regulations.
• Team player – Works enthusiastically in a team atmosphere, promoting collaboration and idea sharing in words and by actions.  Facilitates and provides support to other departments and team members as necessary.

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  47969BR
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Posted: 30+ days ago

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