Property Administrator

Job description

Duties and Responsibilities

·  Provides direct administrative support to Management and Building Engineers.
·  Maintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attended.
·  Maintain and update employee, client and customer contract data bases.
·  Organize, compile and prepare reports for distribution.
·  Organize department lunches, meetings, events and business travel.
·  Set the standard for compliance with JLL policies, procedures established for the property specifically as well as the firm.
·  Enforce compliance with insurance requirements among tenants.
·  Establish the new tenant welcome and orientation program.
·  Develop, revise, coordinate implementation of property manual within portfolio.
·  Process accounts payables (A/P) and accounts receivables (A/R).
·  Obtain completed W-9’s from all vendors.
·  Assist team with budget preparation.
·  Assist management with monthly reporting.
·  Responsible for monthly Mobile Engineering Services (MES) bill-back to clients.
·  Responsible for invoicing tenants for any damage which they are directly responsible for.
·  Prepare tenant memos and all communications as directed be manager.
·  Responsible for SharePoint management and document loading.
·  Follow up on all tenant requests to ensure completed to satisfaction.
·  Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI (Certificates of Insurance) as necessary.
·  Prepare monthly tenant newsletter, daily security and janitorial reporting.
·  Maintain daily tenant, employee and contractor’s contact.
·  Assist the team with updating and implementing new property on-boarding.
·  Review tenant services requests daily and note completion.
·  Ensure that Best Practices and Core Charters are implemented at the property.
·  Provide copies of utility invoices or information to either Servidyne or Energy Star monthly.
·  Distribute documents to Lease Administration.
·  Scheduling use of materials to be moved into or out of property.
·  Draft contracts as requested by managers within 24-48 hours of the request.
·  Enter work orders into maintenance requests system.
·  Prepare and lead quarterly table top discussions with Team Members.
·  Collect HVAC PM Service contracts from Tenant’s in accordance with the Lease Agreement on an annual basis.

Requirements

·  High School diploma or general education degree (GED). BS/BA preferred
·  One to three months of related experience

Highly Desirable Attributes

·  Ability to interpret a variety of instructions both written and orally.
·  Proficient knowledge of Microsoft Word, Excel and Powerpoint.
·  Must be able to work overtime as required.

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For more information about how JLL processes your personal data, please view our Candidate Privacy Statement .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here .

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities.  If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process –  you may email us at Accommodation.Reques@am.jll.com . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.