Property Administrator

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate. We’re a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 60,000 individuals. And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.

Provides administrative support to the assigned properties to include but not limited to accounts payable, accounts receivable, contracted services and lease administration.

* Answers telephones, ascertains if they can assist the caller themselves, and directs calls to the appropriate Property Team Member if they cannot assist the caller themselves. * May greet visitors. * Processes and codes all accounts payable invoices for assigned properties per established accounting schedules. Completes all A/P filing. * Ensures invoices are paid on time and review all past due invoices to ensure proper payment has been made. Research and request missing invoices and/or appropriate back-up from vendor if necessary. * Sets up vendors in the accounts payable systems which may require the request and maintenance of W-9s. * Sends out monthly rent statements to tenants in sufficient time according to accounting calendar. * Collects rent and assists in ensuring accounts receivable balances are minimized at the property. Makes bank deposits as needed. * Provides lease administration services to the property to include but not limited to lease abstraction and lease file maintenance. * Tracks and maintains Certificates of Insurance; responsible for notifying tenants and vendors of expired COI's and COI requirements via letters. * Maintains spreadsheet of COI's on file that detail the insured and the policy expiration. * Assists in the generation of contracts and amendments for services at the property per the direction and input of the Chief Engineer, Assistant General Manager/General Manager. * Completes assigned financial reporting tasks in support of client requirements. * Assists the Assistant General Manager/General Manager in preparation of the annual asset plan and budget. * Provides quality assurance on contracted vendors as requested by the Assistant General Manager/General Manager. * Drafts and sends out Tenant Memos under the guidance of the Assistant General Manager/General Manager. * Participates in the assigned properties’ Team Emergency Response Plan, procedures, floor warden trainings and annual full evacuation fire drills. * Assists in Tenant Move-In/Move-Out processes and procedures; including issuing or retrieving security fobs/keys, emergency handbooks, and other relevant information. * Backing up the Assistant General Manager/General Manager in that person’s absence. * Administers tenant relations programs, including tenant events. * Handles any tenant issues regarding maintenance or service requests quickly, passing along urgent matter to Assistant General Manager/General Manager or Chief Engineer, when appropriate. * Activate and maintain security fobs in card key access systems; assists in work order systems. * Assist in any audits as assigned by the Assistant General Manager/General Manager * Update and maintain Energy Star portfolio for all assigned properties. * Update and maintain Tenants and Vendor Contacts and Property Info Books * Organizes, files, and maintains the assigned properties’ filing systems, both electronic and hardcopies. * Order and maintain office supplies as needed by the Property Team. * Other duties as assigned by the Assistant General Manager/General Manager falling within the reasonable expectations of an administrative position at a commercial office building.

* Detail-oriented professional with proven customer service and deadline management skills. * Must be proactive with a willingness and desire to learn new systems and procedures. * This is a fast-paced office with known weekly, monthly, quarterly and annual tasks within which the daily deadlines may change depending upon the assigned property needs. * Must be an efficient and flexible multi-tasker that can get the job done. * The PA will sit in an open working environment so the ability to stay focused and on task to complete all responsibilities is crucial, as is discretion and having a positive can-do attitude. * This person will be a strong team player who takes direction well, provides necessary support, have a can do attitude with no reservations, and can run with the ball when given it. * Candidate must have a Bachelors Degree. * Experience in the commercial real estate/property management industry and with MRI software preferred. * In addition, candidate must have strong computer skills with the Microsoft Office suite of products and excellent verbal and written communication abilities. * This is a Monday through Friday, 8 am to 5 pm position that may require traveling by personal car to site locations from time to time. Valid driver’s license and operational vehicle required. * We are looking for an amazing individual who wishes to learn and grow within the commercial property management industry with our company.