Tenant Service Representative

JLL•Chicago, IL

3d•Onsite

About The Position

As a Tenant Service Representative at JLL, you'll serve as the vital connection between building occupants and our property management team, ensuring every interaction reflects our commitment to exceptional service delivery. In this role, you'll provide comprehensive administrative support to the General Manager and property teams while managing the day-to-day needs of tenants and maintaining seamless building operations. You'll coordinate service requests through our work order management system, ensure compliance with insurance requirements, and maintain the organizational excellence that keeps properties running smoothly. We believe the most effective teams are built when everyone is empowered to thrive, and your role in fostering positive relationships between tenants, owners, and JLL will be essential to creating environments where everyone can do their best work. From managing vendor contracts to coordinating property inspections and maintaining critical documentation, you'll be the organizational backbone that enables our property teams to deliver outstanding results.

Requirements

Bachelor's degree (BA/BS) in Business Administration, Business Management, or related business field with completed coursework in accounting and finance.
Advanced written and verbal communication skills with the ability to speak effectively before small groups and interpret operating procedures, safety rules, and technical documentation
Strong organizational abilities with proven capacity to manage multiple projects simultaneously under pressure while maintaining exceptional attention to detail
Self-starter who can work efficiently both autonomously and as a collaborative team member, dealing effectively with coworkers and internal clients at all levels
Ability to calculate financial figures including discounts, interest, proportions, and percentages related to tenant billing and budget tracking
Proficient knowledge of Microsoft Office/Suite with capability to develop proficiency in property management software and technology platforms
Flexibility to work occasional hours that may exceed standard business schedules when operational needs require
Ability to comfortably handle change, make decisions without complete information, and navigate risk and uncertainty in dynamic environments
Physical ability to sit for extended periods, stand, walk, reach, stoop, kneel, and lift a minimum of 35 pounds as needed for daily operations
Candidates must be authorized to work in the United States without sponsorship.

Nice To Haves

Less than 1 year of professional experience or entry-level candidates with strong foundational skills
Commercial real estate or property management experience
Knowledge of property management systems such as Prism, Yardi, 4sight, or similar platforms
Familiarity with work order management systems and compliance tracking tools
Experience with accounts payable/receivable processes in a corporate or property management environment

Responsibilities

Provide direct administrative support to the General Manager, Assistant General Manager, Chief Engineer, and property teams, managing correspondence, scheduling, and coordination activities that keep operations flowing efficiently
Manage all facets of Prism including work order processing, inspection programs, and the certificate of insurance portal, liaising with the Prism team to resolve issues and providing weekly open work order reports to the GM and AGM for review
Ensure 100% compliance with certificate of insurance requirements for all tenants, contractors, vendors, and suppliers, documenting potential liability incidents and implementing enforcement procedures
Conduct weekly property inspections as assigned by the GM and AGM, monitoring the overall cleanliness and presentation of reception areas, lobbies, and building-managed conference rooms
Oversee accounts payable processes including invoice coding and vendor W-9 collection, while supporting accounts receivable functions such as tenant billing for supplemental services
Monitor and manage office supplies inventory, ensuring operational areas and kitchenettes are stocked daily or weekly to maintain seamless building functionality
Develop and maintain critical property documentation including tenant handbooks, team handbooks, emergency response manuals, and tenant service price lists, coordinating updates across the portfolio
Coordinate the new tenant welcome and orientation program, creating positive first impressions and establishing strong relationships from day one
Develop and implement monthly team celebration programs including birthday celebrations, quarterly team breakfasts, and other engagement events that support each other's wellbeing and champion inclusivity and belonging across teams
Manage vendor contracts as assigned, obtain proposals for office equipment and services, and initiate cost reduction programs while ensuring technological advancement falls within budget guidelines
Oversee the lobby music program and organize department meetings to strengthen collaboration and create welcoming environments for tenants and visitors