Property Administrator

Job description

Job Summary

Ensure 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. 

Job Responsibilities

Administrative:

·  Provides direct administrative support to Management
·  Maintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attended
·  Assist in Management Audits
·  Maintain and update employee, client and customer contract data bases
·  Organize, compile and prepare reports for distribution
·  Maintain an organized conference room reservations system
·  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

Financial:

·  Process A/P {accounts payable}
·  Process A/R {accounts receivable}
·  Obtain completed W-9’s from all vendors
·  Initiate a cost reduction program
·  Assure technological advancement of support systems – maintaining budget guidelines
·  Assist team with budget preparation
·  Track budget line items related to administrative accounts
·  Prepare manual adjustments forms for all misc. tenant services requests
·  Assist with new vendor set up
·  Assist management with monthly reporting
·  Responsible for monthly bill-back to clients
·  Responsible for invoicing tenants for any damage which they are directly responsible for

Operations:

·  Review tenant services requests daily and note completion
·  Ensure 100% completion rate of satisfaction surveys
·  Ensure all tenant contact information is accurate and completed in all building systems
·  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
·  Coordinate access for vendors
·  Distribute documents to Lease Administration
·  Scheduling use of materials to be moved into or out of property
·  Construction Projects/Contractor Relations
·  Update all assigned sections of the property’s 4-Sight website
·  Draft contracts as requested by managers within 24-48 hours of the request
·  Enter work orders for maintenance requests
·  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

Education / training

·  HS diploma required

Years of relevant experience

·  Less than 1 year experience/entry level

Skills and knowledge

·  Advanced oral and written communications
·  Strong organizational skills
·  Strong ability to self-start and multi-task
·  Provide constructive and value add solutions to issues
·  Ability to work effectively individually or as part of a team
·  Ability to type minimum 65 wpm with 90% accuracy
·  Proficient in Microsoft

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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.