Tenant Service Executive Job at JLL

Job Description

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Job Responsibility

To support the Asst. Building Manager with day-to-day operation matters
Serve as the key liaison on tenants fit-out applications, requests, and feedback
Administration: To prepare weekly/monthly meeting documents and minutes
To organize social events & meetings
Operational Matters: Attend to day-to-day requests/feedback from tenants
Assist the Manager in supervising soft services such as cleaning, security, landscape, pest control and carpark services
Manage fit-out / reinstatement / A&A works
Handle and process new application and renewal of season parking
Administer and process Building's access cards (tenants / visitors / contractors)
Issuance / approving PTWs
Coordinating viewing requests by leasing team
Main contact for tenants' requests (deliveries, access, visits, air-con extensions, handyman works, etc.)
Tracking building occupancy & prepare reports
Preparing Tenants' circulars / correspondences
Prepare & carry out Tenant Survey
To review, and if necessary, recommend and implement changes to operations procedures
To set and define standards required of non-maintenance matters, such as security guards and cleaners’ uniforms, management office, workplace security, cleaners’ store, etc.
To review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability, or effectiveness
To set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence
To follow up on matters after meetings
To set up inspection schedules on defects, cleanliness and other term contract works
To liaise with Property Executive (M&E) and tenants on matters related to M&E services
To arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.
To review and update Fit Our Guide, Tenants Handbook, SOPs, forms, if necessary
To attend meetings with clients, term contractors or any other meetings and to record and put-up minutes
To prepare and submit all necessary documents to authorities such as BCA and URA, or any relevant authorities as needed
To keep updated records of all warranties
To conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.
To conduct regular inspections with the term contractors (cleaning, pest control, fire protection system, lift, etc.) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities
To conduct daily checks on common property to ensure their soundness and proper maintenance
To propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved
To monitor and furnish regular reports on any intrusions, irregularities, or unsafe practices
To set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.
Tenancy Management: Help coordinate tenant move-ins and move-outs
Build positive relationships with co-workers, clients, and tenants
Respond to tenants’ needs and maintain positive relationships and high retention levels with all tenants
Liaise with tenants on repairs and maintenance works
Emergency: To lay down procedures and contact numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.
To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard
Reporting & Budgeting: Prepare accurate, timely and completed reports, including monthly performance reports and variance reports for review by senior management
Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge
Manage all accounts payable for the property, including collection, and approval of invoices
Respond to problems and concerns and ensures compliance with rules and regulations

Requirements

Degree in Building & Real Estate Management or its equivalent with at least 3 years of experience
Diploma in Building & Real Estate Management or its equivalent with at least 5 years of experience
Relevant experience in managing high rise commercial buildings or mixed developments
Knowledge of operation, maintenance, fit out practices and related local ordinances
Experience in formulating and implementing maintenance policies and procedures, project management for capital works
Independent with integrity, innovative, proactive, and resourceful
Good organization, problem solving and communication (verbal and written) skills
Managerial experience is essential and ability to work under pressure
Good interpersonal skills with team player qualities to manage both internal and external stakeholders

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Tenant Service Executive

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