Property Associate

Job description

In general:

·  Be familiar and comply with rules and policies of JLL.
·  Maintain work area in a neat and organized manner.
·  Proofread and edit documents for grammar, spelling, and numerical accuracy.
·  Identify and initiate process improvements for all current property systems.

Operations:

·  Greet guests and visitors to the Management Office, determine nature of business, and direct individuals to appropriate location.  Answer phones and respond promptly and courteously to client, tenants, and fellow staff member requests, problems, and complaints.

·  Promote high level of satisfaction among tenants by promptly responding to their service requirements.  Assure prompt response by other team members through dispatch, telephone messaging and/or other direct contact. 

·  Notify General Manager of all tenant issues and other important property issues.

·  Set up, process and log all tenant work authorization access and tenant service requests on 360 Facility.  Monitor outstanding TSRs to ensure that work is completed. Ensure work orders are closed out on a timely basis and tenant TSR billings are completed prior to 5th day of the month.

·  Assist GM in the preparation and implementation of the annual Tenant Retention and Satisfaction Plan, and the distribution of annual Tenant Survey.

·  Working with GM and Engineers, provide tenant notification of special projects (i.e. construction, improvements, building shutdown), third party contractor work, emergencies, and other activities.

·  Manage signage requests and projects for the tenants and building.

·  Responsible for the Tenant emergency procedure manual and coordinating the Tenant Safety Coordinator meetings and scheduling the annual fire drill with the Tenants and Building Engineer.

·  Provide administrative support to Manager and Building Engineers.

·  Perform monthly cleaning inspections and quarterly supply inventory check with cleaning contractor on a building rotational basis. Follow up with cleaner to ensure completion of found issues.

·  Update and distribute tenant and vendor contact list quarterly to team.  Annual updates from tenants or when known change occurs.

·  Maintain the certificates of insurance program to ensure that contractors, delivery companies, and tenants have corrected and current certificates of insurance on file (with proper limits and additional insureds).  Work with tenants and contractors to resolve any compliance issues.  Update General Manager on Certificate of Insurance status on a quarterly basis.
·  Maintain and update Tenant Handbook annually or prior to new occupancy.

·  Maintain a current list of tenant and contractor business and emergency contact numbers.  Keep 4Sight emergency preparedness program contact information current.

·  Maintain monthly Energy Star scores and stacking plan for the properties.

Contracts:

·  Maintain a contract log and track expiring and reoccurring contracts for services at the property.

·  Assist with preparation of RFP and approved bidders list as directed by GM, collect all bids, review and provide bid comparisons as requested by GM.

·  Prepare contracts accurately including the scope of work, contract terms, compensation method, insurance requirements and all other relevant exhibits pursuant to the project.

·  Set up and maintain contract physical and electronic file folders. Include contract, correspondence, COIs, and proposals.

·  Resolve any incorrect certificates with contractor and/ or General Manager.

Administrative/ Financial Reporting:

·  Ensure accurate record of payment to tenant’s accounts; implement the accounts receivable process and maintain accounts receivable records, recurring billing, MTA’s and rent statements.

·  Administer the accounts payables process on a weekly basis using Yardi rCash. 

·  Responsible for 360 Facility administration for properties including new tenant set-up.  Assist in the preparation of tenant service request charges according to client accounting’s calendar and ensure accurate and timely billings to the Tenants.

·  Manage all phone/internet/cell phone accounts for buildings, PM office and personnel, working to achieve savings and accuracy of billing.

·  Spearhead issues with payables and receivables (i.e. defaults and legal pursuits, LOC renewals, etc.)

·  Assist General Manager in the preparation of the monthly financial Owners Report.

·  Assist GM in the development of the annual operations budgets.  Assists with input of income and expenses into the Yardi Budget software.

·  Lead on the Compliance Excellence Program.  Responsible for compiling and uploading data for the CEP audit prior to quarterly due date.

·  Assist the Engineers with the annual Operating Compliance Program. 

·  Assist GM with lease administration, lease abstracting to ensure an accurate rent roll and accurate tenant billings.  Prepare and manage electronic and paper Lease files.

·  Assist GM in the completion of annual tenant escalation adjustments and tenant reconciliations.

Qualifications:

·  Bachelor’s degree
·  3-5 years prior general business experience
·  Prior property management or accounting experience is strongly preferred.
·  Excellent computer skills and experience with Microsoft Office (Word, Excel, Powerpoint) and experience with the Yardi accounting system (or comparable system) helpful.
·  Excellent communication skills, customer service and team oriented, self-starter, and mature.

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