Property Administrator

    Jones Lange Lasalle Inc.
    Boston, MA 02108
    Full-time, Part-time
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    Job Description

    Job Summary

    Ensure organizational excellence at a property by providing administrative support to the General Manager and Property Teams. Maintain positive relations between building tenants and owners and JLL.

    Job Responsibilities

    Administrative
    • Provides direct administrative support to Management and Chief Engineer
    • Maintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attended
    • Assist in Management Audits
    • Maintain and update employee, client and customer contract data bases
    • Organize, compile and prepare reports for distribution
    • Maintain an organized conference room reservations system
    • Organize department lunches, meetings, events and business travel
    • Set the standard for compliance with JLL policies, procedures established for the property specifically as well as the firm
    • Enforce compliance with insurance requirements among tenants
    • Establish the new tenant welcome and orientation program
    • Develop, revise, coordinate implementation of property manual within portfolio
    Financial
    • Process A/P {accounts payable}
    • Process A/R {accounts receivable}
    • Obtain completed W-9's from all vendors
    • Initiate a cost reduction program
    • Assure technological advancement of support systems - maintaining budget guidelines
    • Assist team with budget preparation
    • Track budget line items related to administrative accounts
    • Prepare manual adjustments forms for all misc tenant services requests
    • Ensure Engineers take monthly readings from electric meters for tenants
    • Assist with new vendor set up
    • Assist management with monthly reporting
    • Responsible for monthly MES bill-back to clients
    • Responsible for invoicing tenants for any damage which they are directly responsible for
    Client Services
    • Responsible for maintaining the day-to-day relationships with tenant contacts
    • Prepare tenant memos and all communications as directed be manager
    • Open management office for business daily at 8:30am
    • Liaison between tenants and all building staff/team members
    • Responsible for SharePoint management and document loading
    • Follow up on all tenant requests to ensure completed to satisfaction
    • Coordinate tenant meetings and schedule lunch for tenants and managers
    • Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI {certificates of insurance} as necessary
    • Prepare monthly tenant newsletter, daily security and janitorial reporting
    • Maintain daily tenant, employee and contractor's contact
    • Ensure all tenant needs - special needs are worked through effectively
    • Assist the team with updating and implementing new property on-boarding
    Operations
    • Review tenant services requests daily and note completion
    • Ensure 100% completion rate of satisfaction surveys
    • Ensure all tenant contact information is accurate and completed in all building systems
    • Ensure that Best Practices and Core Charters are implemented at the property
    • Provide copies of utility invoices or information to either Servidyne or Energy Star monthly
    • Coordinate access for vendors
    • Distribute documents to Lease Administration
    • Scheduling use of materials to be moved into or out of property
    • Construction Projects/Contractor Relations
    • Update all assigned sections of the property's 4-Sight website
    • Work with Manager and engineering staff to plan an annual safety warden meeting
    • Draft contracts as requested by managers within 24-48 hours of the request
    • Enter work orders into 360 for maintenance requests
    • Prepare and lead Quarterly table top discussions with Team Members
    • Collect HVAC PM Service contracts from Tenant's in accordance with the Lease Agreement on an annual basis
    Miscellaneous
    • Any and all other duties and tasks assigned
    Knowledge, Skills & Abilities

    Education/training
    • HS diploma required
    • BS/BA preferred
    Years of relevant experience
    • Less than 1 year experience/entry level
    Skills and knowledge
    • Advanced oral and written communications
    • Strong organizational skills
    • Strong ability to self-start and multi-task
    • Provide constructive and value add solutions to issues
    • Ability to work effectively individually or as part of a team
    • Ability to type minimum 65 wpm with 90% accuracy
    • Proficient in Microsoft Office/Suite
    • Capable of developing proficiency in Yardi and other PM standard software
    • Strong attention to detail
    • Ability to adapt to consistent change
    • Commercial real estate experience
    Other abilities
    • Ability to work flexible hours, on occasion which may exceed 8 hours per day, 5 days per week, 40 hours per week
    Physical work requirements and work conditions
    • Regularly sitting for long periods of time - desk work
    • Frequently required to stand, sit, walk, reach with hands, arms, stoop, kneel, crawl or crouch
    • Ability to ready video display terminal
    • Lift minimum of 35 pounds
    • Use of stairwells during emergencies
    • Use of keyboards for typing and data entry
    • Hearing, speaking, and answering the office telephone system
    JLL is an equal opportunity employer and committed to developing and maintaining a diverse workforce. JLL 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 EEO is the Law poster is available here http://www.dol.gov/ofccp/regs/compliance/posters/pdf/eeopost.pdf.

    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.

    If you have questions about careers at JLL or are disabled and require further assistance in applying for a position, please contact us at careers@am.jll.com or call: 866-580-7421

    JLL Privacy Notice

    Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

    For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

    For additional details please see our career site pages for each country.

    For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here.

    Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may email us at Accommodation.Reques@am.jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

    Posting ID: 555043860Posted: 2020-05-22