Property Associate - job 1 of 7

Administrative

• Provides direct administrative support to Management
• 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
• 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
• Assist team with budget preparation
• Track budget line items related to administrative accounts
• Prepare manual adjustments forms for all misc tenant services requests
• Assist with new vendor set up
• Assist management with monthly reporting
• 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 8:00 a.m.
• Liaison between tenants and 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
• 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
• 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
• Draft contracts as requested by managers within 24-48 hours of the request
• 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

Knowledge, Skills & Abilities

Education/training

• HS diploma required. 2+ College degree preferred, but not required.

Years of relevant experience

• 3+ years experience in real estate or customer service related position

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

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