Property Administrator

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services advisory and technology for our clients. We are committed to hiring the best most talented people and empowering them to thrive grow meaningful careers and to find a place where they belong. Whether youve got deep experience in commercial real estate skilled trades or technology or youre looking to apply your relevant experience to a new industry join our team as we help shape a brighter way forward.

Job Responsibilities

Area of Responsibility

Administrative

• Provides direct administrative support to Management and Chief Engineer
• 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 W9s 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
• Ensure Engineers take monthly readings from electric meters for tenants
• Assist with new vendor set up
• Assist management with monthly reporting
• Responsible for monthly MES billback to clients
• Responsible for invoicing tenants for any damage which they are directly responsible for Client Services
• Responsible for maintaining the daytoday relationships with tenant contacts
• Prepare tenant memos and all communications as directed be manager
• Open management office for business daily at 8:30am
• Liaison between tenants and all building staff/team members
• Responsible for SharePoint management and document loading
• Follow up on all tenant requests to ensure completed to satisfaction
• Coordinate tenant meetings and schedule lunch for tenants and managers
• 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 contractors contact
• Ensure all tenant needs special needs are worked through effectively
• Assist the team with updating and implementing new property onboarding
  

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 propertys 4Sight website
• Work with Manager and engineering staff to plan an annual safety warden meeting
• Draft contracts as requested by managers within 2448 hours of the request
• Enter work orders into 360 for maintenance requests
• Prepare and lead Quarterly table top discussions with Team Members
• Collect HVAC PM Service contracts from Tenants in accordance with the Lease Agreement on an annual basis

Miscellaneous

• Any and all other duties and tasks assigned

Knowledge Skills & Abilities

MINIMUM REQUIRED

PREFERRED

Education/training

• HS diploma required
• BS/BA preferred

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 selfstart and multitask
• 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 Office/Suite
• Capable of developing proficiency in Yardi and other PM standard software
• Strong attention to detail
• Ability to adapt to consistent change

• Commercial real estate experience
  

Other abilities

• Ability to work flexible hours on occasion which may exceed 8 hours per day 5 days per week 40
  

Physical work requirements and work conditions

• Regularly sitting for long periods of time desk work
• Frequently required to stand sit walk reach with hands arms stoop kneel crawl or crouch
• Ability to ready video display terminal
• Lift minimum of 35 pounds
• Use of stairwells during emergencies
• Use of keyboards for typing and data entry
• Hearing speaking and answering the office telephone system

JLL is an equal opportunity employer and committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity for all without regard to race color religion creed age sex pregnancy family responsibility (e.g. child care elder care) national origin or ancestry citizenship marital status sexual orientation gender identity or expression transgender status veterans status genetic information or status as a qualified individual with a disability protected leave status or any other protected characteristic in accordance with applicable law. The EEO is the Law poster is available here

The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business. Equal employment opportunity will be extended to all individuals in all aspects of the employment relationship including recruitment hiring promotion transfer training discipline layoff recall and termination.

If you have questions about careers at JLL or are disabled and require further assistance in applying for a position please contact us at or call:

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all the requirements. Were interested in getting to know you and what you bring to the table!

Personalized benefits that support personal wellbeing and growth:

JLL recognizes the impact that the workplace can have on your wellness so we offer a supportive culture and comprehensive benefits package that prioritizes mental physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

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 JLLs 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 candidates in the United States please see a full 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 contact us at Accommodation Requests. 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.

Accepting applications on an ongoing basis until candidate identified.