Property Administrator
JLL - Atlanta, GA
Position Summary:
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.
ESSENTIAL FUNCTIONS
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
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
EDUCATION AND EXPERIENCE
- High School diploma
- BS/BA, preferred
- Less than 1 year experience/entry level
KNOWLEDGE, SKILLS, AND ABILITIES
- 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
- 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 / 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
Posted: 30+ days ago
