Processing and coding of all accounts payable invoices at the property per established schedules.
Ensure invoices are paid on time and review all past due invoices to ensure proper payment has been made.
Research and request appropriate back-up from vendor per procurement guidelines.
Manages the year end vendor invoice reconciliation process by reviewing aging vendor statements and email correspondences with vendors.
Completing assigned financial reporting tasks in support of client requirements.
Assisting the General Manager in preparation of the annual budget.
Assist with all team new hire onboarding and client compliance requirements.
Providing lease administration services to the property to include but not limited to lease abstraction and lease file maintenance.
Track and maintain Certificates of Insurance; responsible for notifying tenants and vendors of expired COI's and COI requirements.
Maintain spreadsheet of COI's on file that detail the insured and the policy expiration.
Generating contracts for services and construction at the property per the direction and input of senior management.
Providing quality assurance on contracted vendors as requested by the General Manager.
Participating in the property's Team Emergency Response Plan and procedures.
Answering telephones and greeting visitors.
Provides support for meetings and conference room reservations, as needed and directed.
Provides cross-functional backup to administrative staff as needed.
Handle any tenant issues regarding maintenance or service requests quickly, passing along urgent matter to General Manager, when appropriate.
Apply charges and maintain service tenant request system.
Assist the Assistant General Manager with city violations, permits, and local law compliance.
Maintain hard files and electronic files for property documents.
Coordinate vendor services throughout building for repairs, inspections, construction, etc.
Create, organize, and issue purchase orders for vendor services.
Oversee freight operations alongside security directors.
Other duties as assigned by the General Manager falling within the reasonable expectations of an administrative position at a real estate services office.
EDUCATION AND EXPERIENCE
High school diploma.
Bachelor's degree preferred.
Minimum of one year of administrative support experience required, including AP/AR experience and familiarity with financial statements. Property management administrative support preferred.
KNOWLEDGE, SKILLS, AND ABILITIES
Individuals with proven customer service skills.
Candidate must have strong Microsoft office product knowledge - Excel, Word, PowerPoint, and Outlook and excellent verbal and written communication skills.
Acts collaboratively to solve problems and resolve spontaneous and unique situations with professionalism and superior customer service.
Demonstrate leadership, responsiveness and creativity in finding solutions.
Seeks to continuously improve processes, systems and overall client satisfaction.
Ability to maintain professionalism at all times under stressful situations.
Ability to multitask and work without direct supervision.
Ability to learn quickly, open to change and enjoy the challenge of unfamiliar tasks.
Ability to plan and manage work under time constraints.
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 email@example.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.
Jones Lange Lasalle Inc.