Tenant Services Coordinator
JLL - Indianapolis, IN
Position Summary:
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Provide administrative, accounting/financial support to the General Manager and Assistant General Manager and Property Team in order to ensure efficient operational organization. Requires the use of office equipment including a computer and building software, telephone, and other equipment. • Answer and direct all incoming phone calls for multiple properties. Provide assistance when possible and route calls to the appropriate employees. • Respond to all tenant requests & greet visitors, clients and tenants. • Sort, organize and distribute all incoming mail & prepare and send all outgoing mail and packages overnight and special deliveries. • Type general correspondence and memos. • Promotes high level of satisfaction among tenants by promptly responding to their service requirements. Assures prompt response by other team members through dispatch, telephone messaging and/or other direct contact. Escalate issues to Manager level as needed. • Process and log all tenant work authorization and tenant service requests on 360 Facility/JD Edwards/Yardi system. Monitor outstanding TSRs to ensure that work is completed. • Create and maintain various filing systems in an accurate and organized manner. Review, purge and forward files to appropriate storage location. • Maintain and update employee, tenant and vendor contact databases. • Check cleaning and security logbooks daily; inform managers of issues, and preparation of work orders. • Enforce the certificates of insurance program to insure that contractors, delivery companies, and tenants have correct and current certificates of insurance on file (correct limits and additional insureds). Update Assistant General Manager on Certificate of Insurance status on a quarterly basis. • Maintain updated Tenant Safety Manual as needed. Maintain a current list of tenant and contractor business and emergency contact numbers. Keep 4Sight contact information current. • Responsible for compiling data for the annual administrative audit, external accounting audit and ensure compliance on the quarterly CEP audit. • Assist the Chief Engineer and Building Engineer on the Engineering Operations Audit. • Perform all coordination of tenant move ins and outs including ordering of new signage, keys, key cards, etc. • Coordinate access for Vendors and Brokers. • Assist PA and AGM in expense development for both properties for the annual Budget. • Assists with revenue preparation with AGM and input of expenses into annual Budget. • Plan and coordinate tenant sponsored events including book fairs, tenant meetings, blood drives, summer and social events, and holiday gatherings. • Responsible for the Tenant safety manual and coordinating the Tenant Safety Coordinator meetings and scheduling the annual fire drill with the Chief Engineer. • Provide administrative support to Managers and Engineers including, but not limited to typing, filing, and faxing information. Provide fill in support at the Corporate Center of Northbrook when Assistant Property Manager is out. • Assist with the accounts payables process & maintain purchase order logs. • Responsible for 360 Facility administrations for both properties. Assist in the preparation of tenant service request charges according to client accounting’s calendar and ensure accurate and timely billings to the Tenants • Participate in the preparation of the annual budget and monthly owner reports. Qualifications: • Bachelor’s degree required • 1 - 2 years prior general business experience • Prior property management or accounting experience is preferred • Business skills, Communication, Technology Skills (Microsoft Office Suite), Mathematics and Reasoning Ability, Leadership and Property Management • Customer service and team oriented, self-starter |
Posted: 30+ days ago
