Ensure organizational excellence at a property by providing administrative support to the General Manager (GM) and Property Teams. Maintain positive relations between building tenants and owners and JLL.
Provides direct administrative support to Managers and Chief Engineer (CE) and tenants as needed
Ensure that 100% of certificates of insurance for tenants and contractors are accurate and in compliance with standards
Responsible for the overall cleanliness of the reception, lobby, and/or building managed conference room areas
Assist in Management Audits and prepares all files and records in preparation for the audit annually
Prepare and send all in and outgoing mail and packages including certified, overnight and special deliveries
Type general correspondence and memos using mail merge for large mailings.
Create, maintain, review, purge and forward files to appropriate storage location in accordance with company record retention policy
Update and file all documents for Vendors and Customers and ensure that contract and lease administration files are accurate and up to date
Maintain and update employee, clients and customer contact databases.
Organize department lunches, meetings, events and business travel and all conference room reservations
Enforces compliance with insurance requirements among tenants, contractors, vendors and suppliers. Documents incidents of potential liability to property and equipment and forwards information to appropriate risk management personnel. Establishes and implements compliance enforcement procedures
Establishes the new tenant welcome and orientation program as follow-up to tenant construction coordination process managed by the (GM)
Develops, revises and coordinates implementation of property manuals within the portfolio with the assistance of the property team members. Property manuals include, but are not limited to the Tenant Handbook, Team Handbook, Hazard Communication Program, Building and Tenant Emergency Response Manuals, Space Utilization Guide and Lease Summary Book
Assists (CE) in meeting the assigned criteria within the Operations Audit.
Ad hoc administrative requests
Process all aspects of accounts receivable (AR) and accounts payable (A/P) including coding invoices and billing tenants
Obtain completed W-9 forms from all vendors
Initiates cost reduction programs relative to office supplies, equipment and furnishings and maintain such
Negotiates office equipment leases and maintenance agreements while ensuring technological advancement of support systems fall within budget guidelines
Coordinates timely repair and maintenance of office equipment
Tracks budget line items relating to administrative account purchases and resolves negative variances relative to budget
Prepare manual adjustment forms for all miscellaneous tenant service requests and ensure they are processed correctly on a monthly basis
Ensure engineers take monthly readings from electric meters for tenants that have supplemental units.
Enter data on tracking spreadsheet, calculate what is owed, bill the tenants, and add charges to monthly manual adjustment forms
Prepare invoices to be billed back to clients and send out accordingly for payment. Copies of invoices must be sent to JLL corporate
EDUCATION AND EXPERIENCE
High school diploma required
Less than 1 year of experience/entry level
Commercial real estate experience a plus
KNOWLEDGE, SKILLS, AND ABILITIES
Advanced oral and written communication skills
Ability to speak effectively before small groups of tenants or employees
Ability to read and interpret documents such as safety rules, operating and maintenance instructions for office equipment, and procedure manuals
Strong organizational skills
Self-starter, able to manage multiple projects simultaneously and under pressure
Develop effective and constructive solutions to challenges and obstacles
Ability to work efficiently autonomously or as a member of the team
Be a team player, dealing effectively with coworkers and internal clients at all levels and in multiple JLL disciplines
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists
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
Can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, and can comfortably handle risk and uncertainty
Strong attention to detail
Proficient knowledge of Microsoft Office/Suite
Capability of developing proficient knowledge of other standard software programs or piece of technology identified as standard for JLL or the client
Knowledge of Cash, Yardi and 4sight is preferred
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Jones Lange Lasalle Inc.