Industrial Property Associate

JLL is currently seeking a dynamic individual for the role of Property Associate whose 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 Associate include administrative duties accounting operations and tenant relations.

This position requires the Property Associate to be on-site. Local market requirements may vary slightly.

WHAT YOULL BE DOING/WHAT WE NEED FROM YOU/WHAT YOULL DO

ADMINISTRATIVE

• Effectively deals with tenant concerns by exhibiting a professional mature courteous gracious and efficient manner.

• Provide direct administrative support to Managers.

• Track and update Certificates of Insurance on regular basis for both Tenants and Contractors. All lease files and contract files must also be up to date with COIs.

• Responsible for ensuring all document/paperwork for the property is electronically 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.

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

• Assist managers in preparation of annual Operations Audit.

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

ACCOUNTING

AP

• Property Administrator is responsible for ensuring all invoices for the property are researched for accuracy properly coded given to PM/GM for approval and entered into Accounting Systems to be paid. When checks are returned PA must verify check information matches invoice and return invoice stub is attached to check.

• Payables should be entered on a weekly basis per clients due date.

• All payables processed must meet the JLL Audit requirements by having sufficient back-up for invoices (i.e. p.o. packing slips work orders and match contract rates).

• Property Associate to ensure all payables are free of late fees.

• Obtains completed W-9 forms from all vendors requiring setup in account system.

• Set up all vendors in Delphi according to client specifications.

AR

• Print and review Aged Delinquency report on the 5th of each month.

• PA is responsible for following up with all outstanding AR sending delinquency emails for delinquent accounts by the 5th of each month (and as rents are received for delinquencies). Copies of emails should be kept in the Tenants electronic lease file.

• PA is responsible for verifying work order billing and administrative fees are billed accordingly.

• PA is responsible for reviewing and sending out monthly rent statements by the 20th of each month.

• Responsible for preparing manual adjustment forms for all miscellaneous Tenant Service Request. These should be processed each month signed by the PM/GM and scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.

OPERATIONS

• Monitor work order requests and work with vendors to complete tasks. Follow up with tenant to ensure situation has been taken care of properly.

• Close out completed work orders on a weekly basis and assist engineers with updating work orders.

• PA to assist with updating Prism regularly with client vendor COI scheduling preventive maintenance and property inspections.

TENANT RELATIONS

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

• Responsible for planning and coordination of all schedule tenant events at the property.

• Responsible for maintaining the Buildings Tenant Relations plan with guidance from PM/GM.

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

• PA should ensure all items on the Tenant Move In/ Move Out Checklist are completed for each new tenant. This is then electronically filed in the tenants lease file.

• Maintain/update daily tenant contacts. Also responsible for updating (no less than twice per year) employee and contractors contacts lists to include emergency contact numbers.

WHAT YOU BRING/ WHAT YOU WILL BRING TO THE TABLE/WHAT WERE LOOKING FOR

Required Skills:

• Office Administration

• Tenant Relationships

• Accounting

Preferred Skills:

• Real Estate Management

WHATS IN IT FOR YOU

• Join an industry leader and shape the future of commercial real estate

• Deep investment in cutting-edge technology to power your work

• Comprehensive and competitive benefits plan

• A supportive caring and diverse work environment designed for your growth and well-being