What are the responsibilities and job description for the Property Associate position at JLL?
Job Title: Property Associate, Property Management
Reports To: General Manager or its designee.
Summary of Job Description:
Ensure organizational excellence by fulfilling administrative functions on the property team responsible for one or multiple buildings. Employee in this role will also provide accounting support. Property Associates maintain positive relations between tenants, client/property owner, and Jones Lang LaSalle, always providing superior customer service.
Primary Responsibilities:
Participate in processing of A/P (accounts payable), reviewing and coding invoices for payment.
Participate in A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed.
Track administrative spend to not exceed budget and look for cost reduction opportunities.
Coordinate document management related to lease execution, distribution, and filing.
Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed.
Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.
General office organization.
Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages.
Prepare and distribute general correspondence and memos.
Organize, compile and prepare reports for distribution.
Create and/or maintain physical and virtual filing systems in an accurate and organized manner.
Maintain and update employee, client, and customer contact databases.
Coordinate conference room reservations.
Organize department lunches, meetings, events and business travel.
Receive building access requests and coordinate access for visitors and vendors.
Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards.
Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations.
Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
Participate in new tenant welcome and orientation program. Assist with move-in/move-out procedures.
Track and coordinate access card activation/deactivation as needed.
Assist property team in the development and implementation of property and employee manuals.
Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure.
As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel.
Gather W-9's from vendors, and aid in new vendor set-ups as needed.
Assist team members with property budget preparation and recurring reporting, as requested.
Assist engineers with recording and billing, as appropriate, monthly utility meter readings.
Assist with vendor contract creation, execution and tracking as requested.
General and ad hoc administrative support of the property as needed
Any and all other duties and tasks assigned.
Skills/Qualifications:
High school diploma required
BA/BS preferred
Minimum 1 year in commercial real estate, property team experience, or office management experience
Proficient knowledge of Microsoft Office Suite. Comfortable learning new programs and technology.
Advanced oral and written communication skills.
Strong attention to detail and organizational skills
Self-starter, able to manage multiple projects simultaneously and under pressure.
Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines.
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.
Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty.
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 Work Requirements and Work Conditions:
In compliance with the Americans with Disabilities Act (ADA), the Sr 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
Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view 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 and ensures that employment decisions are based only on valid job requirements.
Reports To: General Manager or its designee.
Summary of Job Description:
Ensure organizational excellence by fulfilling administrative functions on the property team responsible for one or multiple buildings. Employee in this role will also provide accounting support. Property Associates maintain positive relations between tenants, client/property owner, and Jones Lang LaSalle, always providing superior customer service.
Primary Responsibilities:
Participate in processing of A/P (accounts payable), reviewing and coding invoices for payment.
Participate in A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed.
Track administrative spend to not exceed budget and look for cost reduction opportunities.
Coordinate document management related to lease execution, distribution, and filing.
Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed.
Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.
General office organization.
Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages.
Prepare and distribute general correspondence and memos.
Organize, compile and prepare reports for distribution.
Create and/or maintain physical and virtual filing systems in an accurate and organized manner.
Maintain and update employee, client, and customer contact databases.
Coordinate conference room reservations.
Organize department lunches, meetings, events and business travel.
Receive building access requests and coordinate access for visitors and vendors.
Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards.
Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations.
Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
Participate in new tenant welcome and orientation program. Assist with move-in/move-out procedures.
Track and coordinate access card activation/deactivation as needed.
Assist property team in the development and implementation of property and employee manuals.
Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure.
As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel.
Gather W-9's from vendors, and aid in new vendor set-ups as needed.
Assist team members with property budget preparation and recurring reporting, as requested.
Assist engineers with recording and billing, as appropriate, monthly utility meter readings.
Assist with vendor contract creation, execution and tracking as requested.
General and ad hoc administrative support of the property as needed
Any and all other duties and tasks assigned.
Skills/Qualifications:
High school diploma required
BA/BS preferred
Minimum 1 year in commercial real estate, property team experience, or office management experience
Proficient knowledge of Microsoft Office Suite. Comfortable learning new programs and technology.
Advanced oral and written communication skills.
Strong attention to detail and organizational skills
Self-starter, able to manage multiple projects simultaneously and under pressure.
Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines.
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.
Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty.
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 Work Requirements and Work Conditions:
In compliance with the Americans with Disabilities Act (ADA), the Sr 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
Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view 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 and ensures that employment decisions are based only on valid job requirements.