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 you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.
JOB DESCRIPTION PROPERTY ADMINISTRATOR QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.
EDUCATION/EXPERIENCE - High school diploma or general education degree (GED). Associates or Bachelor degree preferred, three or more years related experience and/or training; or equivalent combination of education and experience in commercial real estate including industrial.
LANGUAGE SKILLS - Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
MATHMATICAL SKILLS- Ability to add, subtract, multiply and divide in all units of measure , using whole numbers common fractions, and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
REASONING ABILITY - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written and oral form.
OTHER SKILLS AND ABILITIES - Ability to type at least 60o wpm with 90% accuracy. Must have proficient knowledge of Microsoft Word, Excel and Powerpoint, proficient in Yardi. Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week.
PHYSICAL DEMANDS In compliance with The American's with Disabilities Act (ADA), the Property Administrator's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
- Is regularly required to sit for long periods of time.
- The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl.
- Reading Video Display Terminals, order forms and other written documents.
- Lifting a minimum of thirty-five (35) pounds.
- Using and accessing stairwells during emergencies.
- Using keyboards for typing and computer input.
- Hearing, speaking and answering the office telephone system.
Equal Employment Opportunity Jones Lang LaSalle is an Equal Opportunity Employer
Jones Lang LaSalle is an equal opportunity employer and committed to developing and maintaining a diverse workforce. Jones Lang LaSalle 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, veteran's 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 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.
JOB SUMMARY The Property Administrator's 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 Administrator include administrative duties, accounting, operations and tenant relations.
ESSENTIAL DUTIES and RESPONSIBILITIES include the following. Other duties may be assigned.
ADMINISTRATIVE
Telephones should be answered within three rings with "Good Morning or Good Afternoon, Jones Lang LaSalle. You may choose to add the property name after JLL. Determine the nature of the business, and direct callers to destination.
Provide direct administrative support to Managers and Chief Engineer.
Certificate of Insurance tracking (COI) must be maintained and updated 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 Audit requirements.
Mail should be opened daily and date stamped and distributed to appropriate team members. Prepares express mail packages and monitors supply levels and replenishes as necessary.
PA is 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. Most current documentation should be kept on top. All files at the property should comply with JLL Management Audit requirements.
E-mail should be check on a regular basis but no less than 5 times per day. If the property uses email to receive Tenant Service Requests, then email should be checked every 30 minutes.
Facsimile machine should be checked on a regular basis for incoming correspondence and distributed to the proper team member.
Monitor status of postage meter and refills when appropriate. Orders supplies for meter and gets required annual inspections.
Contacts repair services for all office equipment when necessary or requested by team member.
All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Ensure compliance level of management audit (Compliance Excellence Program) is maintained and prepares all files and records in preparation for the audit annually.
Assist engineering staff in preparation of annual Operations Audit.
Assists team members with budget preparation for the property as requested by Manager.
ACCOUNTING
Property Administrator is responsible for ensuring all invoices for the property are coded, given 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. Each property at Jones Lang LaSalle has different accounting systems. Some enter payables through Rcash others use an alternate system. Some properties pay their bills using a VISA card and PA is responsible for coding charges in the Bank of America website called WORKS. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. Please check with your General Manager and CAS to determine the schedule and arrange for invoice processing training. All payables process must comply with JLL Management Audit.
Obtains completed W-9 forms and COI's from all vendors.
Print Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters for charges over 30 days old. This can be done via a hard letter or an email to the tenant. 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.
Required to prepare manual adjustment forms for all miscellaneous Tenant Service Request (ie requested HVAC over time, labor to hang white boards, keys, etc.). 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.
Responsible for ensuring 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.
OPERATIONS
Responsible for daily review of TSR's noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with engineering staff to ensure discrepancies and address in next staff meeting.
Monitor tenants calls pertaining to extermination needs and coordinate with contractor to come complete a space inspection. Followup with tenant to ensure situation has been taken care of properly.
Responsible for ensuring all tenant access cards are activated and deactivated as requested. This system will be different from property to property . click apply for full job details