Tenant Service Coordinator
 JLL | |
 United States, Illinois, Chicago | |
| 200 East Randolph Street (Show on map) | |
 Oct 02, 2024 | |
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Property Associate Job Description
111 N. Canal Street Chicago, IL 60640 October 2023 The Property Associate (PA) supports the General Manager (GM), Assistant General Manager (AGM), Community Manager (CM aka concierge); and is largely responsible for ensuring that Administrative and Accounting practices are completed accurately and documented as required. The position is considered a growth role into management, provided the candidate has a 4 year degree or is working to complete a 4 year degree. This candidate is required to be in the office 5 days a week. KNOWLEDGE, SKILLS, AND ABILITIES Provide superior customer service to all tenants, clients, contractors, and vendors at all times. Customer Focus - Dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect. Interpersonal Savvy - Relates well to professionals both inside and outside the organization uses diplomacy and tact. Ability to speak and write clearly and concisely, get messages across that have the desired effect Dealing with Ambiguity - Can effectively cope with change, can shift gears quickly and comfortably as priority tasks change. Can decide and act without having the total picture, can comfortably handle risk and uncertainty. Interpersonal Savvy - Relates well to professionals both inside and outside the organization uses diplomacy and tact. Learning on the Fly - Learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks. Self-Starter - Able to start and complete projects independently. Manage a To Do List while keeping supervisors informed of progress/status. Establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, meet deadlines and use resources effectively and efficiently. Use time effectively and efficiently, can attend to a broader range of activities. Strong organization skills with meticulous attention to detail and follow up skills. Thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely. ACCOUNTING Responsible for ensuring all invoices are received timely. This may include calling or emailing vendors each month for invoices or logging onto vendor website to download monthly invoices. Review invoices for accuracy to contract and that the appropriate support (lien waivers, etc.) are provided. Upload PDF of the invoice into Yardi payscan function, coding the invoice for AGM and GM approval. Complete any special handling forms and entering in Zendesk tickets as appropriate to track invoices and special needs. Follow up with vendors on uncashed checks and coordinate stop payment and check reissue. Obtain W-9 forms from vendors and is responsible for creating a new vendor set up, address change, etc. on the company's vendor set up site (Delphi Address book). Accounts Receivable - Print aged Delinquency report on the designate day each month and contact tenants for rent payments. Notify AGM or GM of any delinquencies greater than 30 days and recommend and send delinquency letters. Review for accuracy and generate monthly reports from Prism for billable work orders to tenants' approval (e.g., requested HVAC over time, labor to hang white boards, keys). Complete the accounting MTA form with support for tenant billings. As directed from GM or AGM generate and distribute by email rent statements and necessary support - monthly. As utility invoices are paid, track the consumption and expense as directed by the GM or AGM either via excel or thru partner vendors and programs (Portfolio Manager, etc..) OPERATIONS Management Audit - Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually. Operations Audit - Assist engineering staff in preparation of annual Operations Audit. Budget Preparation - Assists team members with budget preparation for the property as requested by Manager. Monthly Financial Report - Assist GM and AGM in compiling necessary reports for the clients monthly financial report submittal. Ensure appropriate documentation is maintained and filed appropriately for LEED, WELL and any other industry designations. Participate and assist with contract bidding process as directed by GM or AGM. Provides any support requested (administrative or operational) to Engineers and Security. Direct oversight for performance of certain building vendors as assigned by GM or AGM. OTHER The PA will assist in overseeing the TSC (front desk position) and will provide back up support or direct coverage when required for vacancies or PTO. Responsibilities are not limited to the list below and may change as directed by management. Certificate of Insurance Tracking - COI's must be maintained and updated on a regular basis for both Tenants and Contractors. Document filing both paper and electronic - monitoring the files to ensure all document/paper work for the property is filed no less than weekly. Office manager support such as contacting repair services for office equipment, ensuring supplies for USPS mail and overnight mail are stocked, ordering office and kitchen supplies; and ensuring that the conference room and kitchen are fully stocked. Ensure the following areas are neat and orderly daily: front reception area, management office conference room, kitchen and copy area. Track and review at all times, tenant work order requests to ensure requests are dispatched timely and accurately. (e.g., requested HVAC over time, labor to hang white boards, keys additional janitorial services). Be a subject matter on Prism and BluSky and understand how to train tenants and provide administrative support to tenants for work orders, visitor registration, access card requests. Maintain and distribute daily the DBAL (Daily Building Activity Log) Security memo. Tenant Meetings/Check in's are scheduled monthly with tenants. Calendar invites and meeting minutes are kept up to date and distributed for each meeting. Tenant Handbook - Review, update, revise, and distribute to tenants. Tenant Notification - Prepare tenant emails and correspondence as directed by AGM and GM regarding building holidays, upcoming events, etc. Tenant Move-In's/Move-Out's - Complete check lists, coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. Contact Lists - Maintain daily and update no less than monthly tenant, employee and contractor's contacts lists to include emergency contact numbers. The PA will assist with the Community Manager with tenant relations responsibilities. Responsibilities are not limited to the list below and may change as directed by management. Support the Community Manager in planning, set up, execution, and close out of tenant social events. Assist in marketing efforts and maintaining social media content. Support the Community Manager in tenant conference room schedule and booking. Assist in coordinating meeting details for set up and room turn over. EXPERIENCE The job candidate should have: 1 year minimum of experience in Commercial Property Management Accounting experience in payables and receivables Experience with: Work order request program Prism (Building Engines), Angus or other Yardi accounting software preferred but not required. Microsoft office experience in word, PowerPoint and adobe with advanced experienced in Excel Property Associate Job Description 111 N. Canal Street Chicago, IL 60640 October 2023 The Property Associate (PA) supports the General Manager (GM), Assistant General Manager | |