Property Administrator

JLL - Boston, MA (14 days ago)3.8


At JLL we are always looking for great talent in Boston, MA. The description listed below is for a position we will recruit for in the near future, and is not a current need. If you are a fit for this position, we will contact you as soon as we begin actively recruiting for it.

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Job Summary

Ensure organizational excellence at a property by providing administrative support to the General Manager and Property Teams. Maintain positive relations between building tenants and owners and JLL.

Area of Responsibility

Key Elements and Essential Tasks

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

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 hours per week
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
#LI

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 .