Commercial Assistant Property Mgr. - Financial Analyst

JLL - Sleepy Hollow, NY (30+ days ago)3.8


The Assistant General Manager (AGM) functions in conjunction with and in the short-term absence of the General Manager as the professional-in-charge of the specific asset(s) under management. The AGM is responsible for all aspects of client and tenant satisfaction. Of specific importance is working with the PM or GM in achieving stated financial results and operating objectives (capital improvements, system enhancements, occupant satisfaction, operating expense control, etc.). This role is located in Sleepy Hollow, NY

The AGM is responsible for working directly with the General Manager and client to ensure a thorough understanding of its investment objectives and the development of acceptable property-specific strategic plans and operating and capital budgets. Once developed, the AGM must oversee the implementation of approved initiatives and programs by managing and coordinating the efforts of the property team (e.g. leasing specialists, vendors, contractors, and building employees).

ESSENTIAL DUTIES: Other duties may be assigned.

Primary point of contact for client accounting and finance representatives

Work in tandem with Director of Property Management and General Manager on annual budget and quarterly reforecast preparation and standardization of deliverables to the client

Communicates effectively and frequently with the Direct of Property Management and General Manager on all significant operating issues based on the building, client and tenants history.

Manages the preparation of the financial reports and delivers to the client including but not limited to the monthly financial report, variance report, funding requisition.

Assists with the preparation and review the annual jurisdictional forms and filings as required. (i.e. Income & Expense, Real Estate Tax payments, Property Tax fillings, etc.

Oversees Accounts Receivable process – monitor cash receipts, review and bill tenant recurring charges and billing adjustments.

Oversees Accounts Payable process – review invoice coding and approvals, and ensure proper audit trail is in place.

Prepares the annual estimated operating expenses for tenant billing and year-end reconciliation.

Coordinates with utility metering company to make adjustments to budgets and estimated tenant utility billing.

Set up and track project/job costs in accounting software (Yardi Job Cost Module)

Coordinate payroll reporting process

Assist in all audits at the property

Supports and provides training for team members, primarily Property Administrators, on accounting software and JLL best practices

Assists in the preparation of annual year-end reconciliations

Assists CAS with the preparation and maintenance of depreciation schedules. Works with Client Accounting Services (CAS) in Westmont to manage the accounting process and directs on-site bookkeeping functions. Oversees the development and revision of written accounting procedures for the office buildings aimed toward an appropriate level of control.

Employs or contracts for onsite management and engineering personnel, as delineated within the operating budget, management plan and/or management services agreement. Submits hiring recommendations to General Manager for approval.

Draft contracts as requested by managers within 24-48 hours of the request for review by the manager. Distribute contracts and follow-up with vendor for return of contract in a timely manner. Put together mandated contract package documents for review and signature by GM. Forward contracts to Group Manager for execution. Maintain contract tracker to keep staff advised of status of contracts.

Competitively bids and prepares all service contracts to assure high quality and cost effective services. Assembles and analyzes contract bids, and submits bids, recommendations and standard form contract agreement to Vice President for execution. Acts as primary contact for service contractors and vendors. Participates in group bid process as appropriate.

Maintains role as primary/secondary contact for occupants relative to service requests. Proactively meets with occupant representatives on scheduled basis.

Reviews and approves purchases of supplies and equipment for use at managed office buildings.

Prepares and reviews financial reports for client on monthly, quarterly and annual basis complying with requirements in management services agreement, with copy to the General Manager. Analyzes financial statements to project future financial position and budget requirements.

Prepares and/or reviews periodic inventory of building contents and property condition, and forwards listing to client for review.

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 disabilities to perform the essential functions.

Education/Experience – Associates or Bachelor degree required and advanced degree a plus. Industry accreditation and/or designation are also preferred. Minimum of three (3) years of commercial real estate or property management experience including budget preparation/financial reporting, familiarity with building systems, lease negotiation, documentation and administration. Obtain the required real estate license within your jurisdiction, i.e. a salesperson license or a property management license within twelve (12) months of hiring.

Communication Skills – Ability to read, analyze, and interpret legal documents (lease documents, claims of lien, etc.), general business periodicals, professional journals, technical procedures, or government regulations. Ability to produce well-written reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers and the general public.

Mathematical Skills – Ability to calculate figures and amounts such as discounts, interest, commissions, pro-rations, percentages, basic calculation of measurement of rent, parking fees, and late fees. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to analyze, interpret and explain financial statements and calculate dollar and percentage variances. Possesses proven financial and accounting acumen including clear understanding of cash and accrual accounting procedures

Reasoning Ability – Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to solve practical problems and deal with variety of concrete variables in situations where only limited standardization exists. Ability and respond to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Strategic thinker with strong implementation orientation.

Other Skills and Abilities - Proficient knowledge of Microsoft Office/Suite, and any other software program or piece of technology identified as standard for Jones Lang LaSalle or requested by the Client. Must have working knowledge in various budget applications.

Physical Demands - In compliance with The American’s with Disabilities Act (ADA), the General Manager’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.

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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 .