Property Administrator

Job description

SUMMARYEnsure organizational excellence at a property by providing administrative support to the General Manager and Property Teams.  Maintain positive relations between building tenants and owners and JLL.  ESSENTIAL FUNCTIONSADMINISTRATIVEProvides direct administrative support to Management and Chief EngineerMaintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attendedAssist in Management AuditsMaintain and update employee, client and customer contract data basesOrganize, compile and prepare reports for distributionMaintain an organized conference room reservations systemOrganize department lunches, meetings, events and business travelSet the standard for compliance with JLL policies, procedures established for the property specifically as well as the firmEnforce compliance with insurance requirements among tenantsEstablish the new tenant welcome and orientation programDevelop, revise, and coordinate implementation of property manual within portfolio FINANCIALProcess A/P {accounts payable}Process A/R {accounts receivable}Obtain completed W-9’s from all vendorsInitiate a cost reduction programAssure technological advancement of support systems – maintaining budget guidelinesAssist team with budget preparationTrack budget line items related to administrative accountsPrepare manual adjustments forms for all misc tenant services requestsEnsure Engineers take monthly readings from electric meters for tenantsAssist with new vendor set upAssist management with monthly reportingResponsible for monthly MES bill-back to clientsResponsible for invoicing tenants for any damage which they are directly responsible for CLIENT SERVICESResponsible for maintaining the day-to-day relationships with tenant contactsPrepare tenant memos and all communications as directed be managerOpen management office for business daily at 8:30amLiaison between tenants and all building staff/team membersResponsible for SharePoint management and document loadingFollow up on all tenant requests to ensure completed to satisfactionCoordinate tenant meetings and schedule lunch for tenants and managersCoordinate all arrangements and notifications, acquire proper authorizations, and collect COI {certificates of insurance} as necessaryPrepare monthly tenant newsletter, daily security and janitorial reportingMaintain daily tenant, employee and contractor’s contactEnsure all tenant needs – special needs are worked through effectivelyAssist the team with updating and implementing new property on-boarding OPERATIONSReview tenant services requests daily and note completionEnsure 100% completion rate of satisfaction surveysEnsure all tenant contact information is accurate and completed in all building systemsEnsure that Best Practices and Core Charters are implemented at the propertyProvide copies of utility invoices or information to either Servidyne or Energy Star monthlyCoordinate access for vendorsDistribute documents to Lease AdministrationScheduling use of materials to be moved into or out of propertyConstruction Projects/Contractor RelationsUpdate all assigned sections of the property’s 4-Sight websiteWork with Manager and engineering staff to plan an annual safety warden meetingDraft contracts as requested by managers within 24-48 hours of the requestEnter work orders into 360 for maintenance requestsPrepare and lead Quarterly table top discussions with Team MembersCollect HVAC PM Service contracts from Tenant’s in accordance with the Lease Agreement on an annual basis EDUCATION AND EXPERIENCEHigh School diplomaBS/BA, preferredLess than 1 year experience/entry level KNOWLEDGE, SKILLS, AND ABILITIESAdvanced oral and written communicationsStrong organizational skillsStrong ability to self-start and multi-taskProvide constructive and value add solutions to issuesAbility to work effectively individually or as part of a teamAbility to type minimum 65 wpm with 90% accuracyProficient in Microsoft Office/SuiteCapable of developing proficiency in Yardi and other PM standard softwareStrong attention to detailAbility to adapt to consistent changeCommercial real estate experienceAbility to work flexible hours, on occasion which may exceed 8 hours per day, 5 days per week, 40 hours per week PHYSICAL WORK REQUIREMENTS / CONDITIONSRegularly sitting for long periods of time – desk workFrequently required to stand, sit, walk, reach with hands, arms, stoop, kneel, crawl or crouchAbility to ready video display terminalLift minimum of 35 poundsUse of stairwells during emergenciesUse of keyboards for typing and data entryHearing, speaking, and answering the office telephone system

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