Property Administrator Jobs

JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Job Responsibilities
Area of Responsibility
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
MINIMUM REQUIRED
PREFERRED
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
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 [email protected] or call: 866-580-7421
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!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
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 102,000 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.