Property Associate

Job description

ADMINISTRATIVE:

·  Answers phones promptly and professionally, determines the nature of the business, and direct callers to destination.
·  Provides direct administrative support to Managers.
·  Maintains and updates COI’s 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 Compliance requirements.
·  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.   All files at the property should comply with JLL Management Audit requirements.
·  Checks email regularly throughout the day to ensure prompt attention to immediate issues.
·  Prepares express mail packages and monitors supply levels and replenishes as necessary.
·  Monitors and orders office supplies as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
·  Sets up and cleans up refreshments, as appropriate for conference room meetings
·  Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
·  Assists engineering staff in preparation of annual Operations Audit.
·  Assists team members with budget preparation for the property as requested by Manager.

ACCOUNTING:

·  Ensures all invoices for the property are entered into accounting system, coded, and directed 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. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property.     All payables process must comply with JLL Management Audit.
·  Obtains completed W-9 forms from all vendors.
·  Prints Aged Delinquency report on the designate day each month.  PA is responsible for sending delinquency letters to tenants pursuant to individual client requirements.  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.
·  Prepares manual adjustment forms for all miscellaneous Tenant Service Request.  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.
·  Ensures that 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.

TENANT RELATIONS:

·  Provides superior customer service to all tenants, clients, contractors and vendors at all times.
·  Reviews, updates and revises the tenant handbook as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
·  Prepares tenant memo’s and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
·  Coordinates all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary for Tenant Move-In’s/Move-Out’s.  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.
·  Maintains daily and update no less than monthly tenant, employee and contractor’s contacts lists and email distribution lists to include emergency contact numbers. This should also be updated no less than monthly. 

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