Property Administrator

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Job description

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 91,000 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.

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!

* Code, process, and submit all incoming invoices for payment weekly utilizing a 2-3 way match process (invoices include utilities, monthly service contracts, capital projects, TI, expense reports, pay apps, emergency repairs and other misc. expenses.)
* Prepare monthly accruals for submittal to accounting
* Process off cycle check requests on an as-needed basis
* Process void and reissues on an as-needed basis
* Review and post all check payments to vendors
* Prepare and submit wire payments
* Review and reconcile vendor statements and GL accounts
* Organize, update, and track all vendor Certificates of Insurance for building and tenants
* Create, track, and renew all vendor contracts for the property
* Create and ensure execution of all vendor letters of engagement for the property
* Assist in project coordination for the property (security escorts, janitorial duties, construction, preventative maintenance scheduling, repairs, etc.)
* Collect quotes for bid comparisons when awarding new contracts and preparing upcoming budgets for property
* Assign and track all purchase orders
* Oversee all vendor setup & maintenance: W9 entry, address updates, etc.
* Collect, organize, and submit all documentation for building's CEP quarterly
* Approve and log Security Clearance Forms daily
* Conduct quarterly tabletops and safety training for JLL team and building staff
* Update building's emergency plan
* Collect and record documentation to maintain LEED scores and building's green status (utility bills, waste/recycling reports, etc.)
* Coordinate and ensure grease trap cleanings for building's restaurants
* Create and distribute all tenant memo's (including monthly building newsletter)
* Respond to tenant requests efficiently and professionally
* Enter, monitor, and close out system work orders
* Formulate tenant usage from meter readings and utility invoices monthly
* Code, collect, and billback all tenant invoices monthly
* Prepare and submit monthly MTA to populate billbacks on tenant rent statements
* Prepare all documentation and disperse monthly rent statements to tenants
* Assist in reconciling A/R accounts and collections
* Submit checks to bank for deposit
* Coordinate and attend tenant events
* Implement and maintain tenant amenities
* Assist in the monthly report to ownership
* Assist in the preparation and participation of the yearly ownership visit, including arranging transportation and planning of holiday happy hour
* Provide support to SGM, AGM, and Engineering team
* Act as main point of contact and concierge for building's tenants
* Greet and guide all office guests warmly and professionally
* Answer and route all incoming phone calls
* Receive and send packages and correspondence (FedEx, letters, etc.)
* Maintain both hard and soft files on the shared drive
* Order and maintain all kitchen and office supplies

What you can expect from us

We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.

Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.

We can't wait to see where your ambitions take you at JLL. Apply today!

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.

This position may require you to be fully vaccinated against COVID-19. If required, you'll be asked to provide proof that you're fully vaccinated upon your start date. You're considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.

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 . 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.