Property Assistant

About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
We are currently seeking a Property Administrator to join our Property Management team. Our team’s priorities are:
Providing an experiential approach which guides a differentiated property management experience, resulting in better care and better business
Support the exponential growth of our business by providing people integration and synergy
Develop our people for bigger and better roles
Supporting ambitions beyond the workplace
Applying new technology and data to drive change
What this job involves:
ADMINISTRATIVE:
Answers phones promptly and professionally, determines the nature of the business, and direct callers to destination.
Provides direct administrative support to Managers.
Maintains and updates COI’s 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 Compliance requirements.
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.
Checks email regularly throughout the day to ensure prompt attention to immediate issues.
Collect, open and distribute mail on a daily basis.
Prepares express mail packages and monitors supply levels and replenishes as necessary.
Monitors and orders office supplies as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
Prepare vendor contracts as directed by Managers.
ACCOUNTING:
Ensures all invoices for the property are entered into accounting system, coded, and directed 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. Payables should be entered on the same day each week as scheduled by Client Accounting for each property
Obtains completed W-9 forms from all vendors.
Prints Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters to tenants pursuant to individual client requirements. 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.
Prepares manual adjustment forms for all miscellaneous Tenant Service Request. 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.
PA enters monthly readings from utility meters for tenants that have supplemental units on tracking spreadsheet, calculates what is owed.
TENANT RELATIONS:
Provides superior customer service to all tenants, clients, contractors and vendors at all times.
Reviews, updates and revises the tenant handbook as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Prepares tenant memos and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
Coordinates all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary for Tenant Move-In’s/Move-Out’s. PA should ensure all items on the Tenant Move-In Checklist are completed for each new tenant. This is then filed in the tenant’s lease file.
Maintain and update no less than monthly tenant, employee and contractor’s contacts lists and email distribution lists to include emergency contact numbers.
Sound like the job you’re looking for? Before you apply it’s also worth knowing what we’re looking for:
Education and Experience
A Bachelor’s degree from an accredited institution preferred. A degree in Finance or Accounting is preferred.
Minimum of three (3) years of commercial real estate or property management experience is preferred.
Experience preparing budgets, CAM reconciliations, and other types of related financial reports is preferred.
Experience using a property management accounting platform, such as Yardi, Kardin or MRI is preferred.
Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers and the public.
A relationship builder
Both verbal and written communication skills are vital, and, of course you’ll be good at establishing relationships with all levels of the organization & external clients.
Tech minded
The real estate industry is consistently changing with technology. You’ll need to make technology work to your advantage. You must demonstrate proficiency in the use and application of technology tools and continually seek opportunities to develop your skillset.
An achiever
You’ll have a proven track record of results as we’ll expect you to act decisively, think big, and manage your time to meet deadlines in a fast-paced, high-volume environment. Most importantly, you’ll want to contribute to a diverse, supportive, and talented team.
What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!

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Job Type: Full-time