Property Administrator

Job description

The Property Administrator’s primary responsibility is to maintain positive relations between building tenants and owners and Jones Lang LaSalle property management team and assist property management team in the operations of a property.

The specific areas of responsibility for a Property Administrator include administrative duties, accounting, operations and tenant relations.

ESSENTIAL DUTIES and RESPONSIBILITIES include the following. Other duties may be assigned.

ADMINISTRATIVE

Telephones should be answered within three rings with “Good Morning or Good Afternoon, Jones Lang LaSalle.  You may choose to add the property name after JLL.  Determine the nature of the business, and direct callers to destination.

Greet guests and visitors to the management office and effectively deals with their concerns by exhibiting a professional, mature, courteous, gracious and efficient manner.

Provide direct administrative support to Managers and Engineer.

Certificate of Insurance tracking (COI) must be maintained and updated on a regular basis for both Tenants and Contractors.  Each property will have their own COI tracking system, either manual or electronic and must comply with JLL Management Audit requirements.

Mail should be opened daily and date stamped and distributed to appropriate team members. Prepares express mail packages and monitors supply levels and replenishes as necessary.

PA is responsible for ensuring all document/paper work for the property is filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables.  Most current documentation should be kept on top. All files at the property should comply with JLL Management Audit requirements.

E-mail should be check on a regular basis but no less than 5 times per day.  If the property uses email to receive Tenant Service Requests, then email should be checked every 30 minutes.

Facsimile machine should be checked on a regular basis for incoming correspondence and distributed to the proper team member.

Monitor status of postage meter and refills when appropriate.  Orders supplies for meter and gets required annual inspections.

Contacts repair services for all office equipment when necessary or requested by team member.

All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.

Ensure compliance level of management audit (Compliance Excellence Program) is maintained and prepares all files and records in preparation for the audit annually.

Assist engineering staff in preparation of annual Operations Audit.

Assists team members with budget preparation for the property as requested by Manager.

ACCOUNTING

Property Administrator is responsible for ensuring all invoices for the property are coded, given to GM for approval and paid.  When checks are returned, PA must verify check information matches invoice, return invoice stub and attached to check and mail out accordingly. Each property at Jones Lang LaSalle has different accounting systems.  Some enter payables through Rcash others use an alternate system. Some properties pay their bills using a VISA card and PA is responsible for coding charges in the Bank of America website called WORKS.   Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property.  Please check with your General Manager and CAS to determine the schedule and arrange for invoice processing training.   All payables process must comply with JLL Management Audit.

Obtains completed W-9 forms from all vendors.

Print Aged Delinquency report on the designate day each month.  PA is responsible for sending delinquency letters for charges over 30 days old. This can be done via a hard letter or an email to the tenant.  Copies of emails should be kept in the tenant’s lease file. Track delinquencies not received in 10 days and report the information to the manager in order to discuss next steps.

Required to prepare manual adjustment forms for all miscellaneous Tenant Service Request (ie requested HVAC over time, labor to hang white boards, keys, etc.).  These should be processed each month and signed by the GM and faxed or scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.

Responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units.  PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants and adds charges to monthly Manual Adjustment Form.

OPERATIONS

Responsible for daily review of TSR’s noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc.  Work with engineering staff to ensure discrepancies and address in next staff meeting.

Monitor tenants calls pertaining to extermination needs and coordinate with contractor to come complete a space inspection.  Followup with tenant to ensure situation has been taken care of properly.

Responsible for ensuring all tenant access cards are activated and deactivated as requested.  This system will be different from property to property.  Check with Manager for proper protocol depending on the monitoring company.

Responsible for scheduling special pickups for the tenant and is responsible for billing the tenant for the pickup if a tenant needs to fill the dumpster,

Provide copies of utility invoices or information to either Servidyne or Energy Star on a monthly basis (electricity & water usages/cost).

TENANT RELATIONS

Provide superior customer service to all tenants, clients, contractors and vendors at all times.

Responsible for assisting APM, PM or GM in planning and coordination of all schedule tenant events at the property.

Plan agenda for tenant meetings and have approved by Manager.  Set up lunch for Tenant and Property Manager to discuss pertinent building issues (should be at least 1 per quarter).

Review, update and revise tenant handbook as necessary. Coordinate distribution of updates or revisions to all tenants.

Prepare tenant memos and correspondence as directed by Managers regarding building holidays, upcoming events, etc.

Work with Manager and Engineering staff to plan an annual safety warden meeting.  Assist in updating emergency procedures and all required documentation for the meeting.

Coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary.  PA should ensure all items on the Tenant Move In Checklist are completed for each new tenant.  This is then filed in the tenant’s lease file.

Maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists to include emergency contact numbers. This should also be updated no less than monthly in the properties 4-sight program.  This includes updates of physically challenged individuals in the building both permanent and temporary (ie broken leg, in a wheel chair, etc.)

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

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.jl..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.