INDUSTRIAL PROPERTY ADMINISTRATOR
QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions. Candidate is to be self-motivated, proactive, highly organized and have the ability to work independently. Position is within the NJ corporate office working with Industrial Team. Candidate must be able to work with fast pace team with large volume of clients/tenants; multi-tasking is essential for this position.
EDUCATION/EXPERIENCE Associates or Bachelor degree, or one to three months related experience and/or training; or equivalent combination of education and experience. Experience in the Property Management market a definite plus.
LANGUAGE SKILLS Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
MATHMATICAL SKILLS- Ability to add, subtract, multiply and divide in all units of measure, using whole numbers common fractions, and decimals.
REASONING ABILITY Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written and oral form.
OTHER SKILLS AND ABILITIES Ability to type at least 60o wpm with 90% accuracy. Must have proficient knowledge of Microsoft Word, Excel and Powerpoint. 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.
In compliance with The American's with Disabilities Act (ADA), the 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.
Telephones Should be answered within three rings with "Good Morning or Good Afternoon, Jones Lang LaSalle. Determine the nature of the business, and direct callers to destination.
Support provides direct administrative support to Managers.
Certificate of Insurance Tracking COI's must be maintained and updated 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.
General Filing PA is 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. All files at the property should comply with JLL Management Audit requirements.
E-mail should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately.
Overnight Mail Prepares express mail packages and monitors supply levels and replenishes as necessary.
Office Supplies All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Meetings Sets up and cleans up refreshments, as appropriate for conference room meetings
Management Audit Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
Operations Audit Assist engineering staff in preparation of annual Operations Audit.
Budget Preparation Assists team members with budget preparation for the property as requested by Manager.
Accounts Payables Property Administrator is responsible for ensuring 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 and the schedule is determined by Client Accounting for each property. All payables process must comply with JLL Management Audit.
W-9's Obtains completed W-9 forms from all vendors.
Accounts Receivable Print 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.
Manual Adjustment Forms PA will be required to prepare 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.
Electric Consumption Tracking- responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants and adds charges to monthly Manual Adjustment Form.
Customer Service Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Tenant Handbook review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Tenant Notification Prepare tenant memo's and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
Tenant Move-In's/Move-Out's coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. 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.
Contact Lists maintain daily and update no less than monthly tenant, employee and contractor's contacts lists and email distribution lists to include emergency contact numbers. This should also be updated no less than monthly.
Any and all other duties as assigned by Manager.
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.
For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy at https://jll2.sharepoint.com/CorporatePolicies/HR%20Policies/Equal%20Employment%20Opportunity%20and%20Affirmative%20Action.pdf.
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@example.com
Jones Lange Lasalle Inc.