What are the responsibilities and job description for the Property Associate position at JLL?
What You’ll Be Doing
Requirements:
In compliance with the Americans with Disabilities Act (ADA), the Sr Property Administrator's responsibilities require the following minimum physical requirements:
What’s In It For You
- Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment.
- Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
- Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities.
- Coordinating document management related to lease execution, distribution, and filing.
- Tracking lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications.
- Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
- Maintaining general office organization.
- Sorting, organizing, and distributing incoming mail, as well as preparing and sending outgoing mail and packages.
- Preparing and distributing general correspondence and memos.
- Organizing, compiling, and preparing reports for distribution.
- Creating and maintaining accurate and organized physical and virtual filing systems.
- Updating employee, client, and customer contact databases.
- Coordinating conference room reservations.
- Organizing department lunches, meetings, events, and business travel.
- Receiving building access requests and coordinating access for visitors and vendors.
- Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards.
- Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations.
- Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
- Participating in the new tenant welcome and orientation program and assisting with move-in/move-out procedures.
- Tracking and coordinating access card activation and deactivation as needed.
- Assisting the property team in developing and implementing property and employee manuals.
- Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
- Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel.
- Gathering W-9 forms from vendors and assisting in new vendor setups as needed.
- Assisting team members with property budget preparation and recurring reporting.
- Supporting engineers with recording and billing monthly utility meter readings, as appropriate.
- Assisting with vendor contract creation, execution, and tracking as requested.
- Providing general and ad hoc administrative support to the property as needed.
- Performing any other duties and tasks assigned.
Requirements:
- High school diploma is required.
- Bachelor's degree (BA/BS) is preferred.
- Minimum of 1 year of experience in commercial real estate, property team, or office management.
- Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology.
- Advanced oral and written communication skills.
- Strong attention to detail and organizational skills.
- Self-starter with the ability to manage multiple projects under pressure.
- Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines.
- Ability to calculate figures and percentages.
- Capable of developing effective and constructive solutions to challenges and obstacles.
- Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.
- Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week.
In compliance with the Americans with Disabilities Act (ADA), the Sr Property Administrator's responsibilities require the following minimum physical requirements:
- Regular sitting for long periods of time.
- Frequent standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
- 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.
What’s 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.
- A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.
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