Property Administrator
JLL - Alpharetta, GA
Position Summary:
Job Summary:
The Property Administrator ensures 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.
The Property Administrator reports to the Property Manager / General Manager.
Job Responsibilities:
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, and coordinate implementation of property manual within portfolio.
- Process A/P (Accounts Payable).
- Process A/R (Accounts Payable).
- 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 incurring.
- 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 8:30 am.
- 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, including special needs, are worked through effectively.
- Assist the team with updating and implementing new property on-boarding.
- 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.
- Any and all other duties and tasks assigned.
Education / Training
- High School diploma or G.E.D. equivalent is required.
- Bachelor of Arts or Bachelor of Science degree in a respective field of study is preferred.
- Less than 1 year experience / entry level.
- 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 (Word, Excel, PowerPoint, Access and Outlook).
- 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.
- Ability to work flexible hours, on occasion which may exceed 8 hours per day, 5 days per week or 40 hours per week.
- Regularly sit 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.
Total Rewards reflects JLL’s investment in employees’ needs and preferences in Career, Recognition, Well-being, Benefits and Pay. We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online. All resumes MUST BE submitted via our website. Please reference Job 44763BR.
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Posted: 30+ days ago
