Property Administrator
JLL - Atlanta, GA
Position Summary:
Reports To : General Manager or Assistant General Manager
Summary of Job Description:
Provides administrative support to the property to include but not limited to accounts payable, accounts receivable, tenant relations and services, contracted services and lease administration.
Responsibilities:
- Provides direct support to the General Manager and/or Assistant General Manager.
- Processing and coding of all accounts payable invoices at the property per established schedules.
- Ensure invoices are paid on time and review all past due invoices to ensure proper payment has been made. Research and request appropriate back-up from vendor if necessary.
- Send out rent statements to tenants in sufficient time according to accounting calendar.
- Collecting rent and ensuring accounts receivable balances are minimized at the property.
- Providing lease administration services to the property to include but not limited to lease abstraction and lease file maintenance.
- Track and maintain Certificates of Insurance; responsible for notifying tenants and vendors of expired COI's and COI requirements via letters.
- Maintain spreadsheet of COI's on file that detail the insured and the policy expiration.
- Generating contracts for services at the property per the direction and input of the Chief Engineer and General Manager.
- Completing assigned financial reporting tasks in support of client requirements. Depending on property requirements, this could include reviewing the financials, assembly of the final report document, etc.
- Assisting the General Manager in preparation of the annual asset plan and budget.
- Providing quality assurance on contracted vendors as requested by the General Manager.
- Participating in the property’s Team Emergency Response Plan and procedures.
- Assisting in Move-In/Move-Out processes and procedures; including issuing or retrieving FOB-keys, emergency handbooks, and other relevant information.
- Answering front desk telephones and greeting visitors.
- Administering tenant relations programs, including tenant events and updating tenant handbook.
- Handle any tenant issues regarding maintenance or service requests quickly, passing along urgent matter to General Manager or Chief Engineer, when appropriate. Daily track response times and satisfactory closure. Report on trends and improvements at staff meeting.
- Other duties as assigned by the General Manager and/or Assistant General Manager.
- Manual Adjustment Forms – PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Requests (ie requested special services, keys, etc.).
- Organizes and maintains files using JLL filing protocols related to paper files, electronic files, and data retention standards. Files include construction and capital project files as well as tenant files and working office files.
- Compliance Excellence Program: Assists management team as needed to ensure compliance level of industrial compliance excellence program, including maintaining and preparing all files and records in preparation for the quarterly elements of the annual program.
- Customer Service: Provide superior customer service to all tenants, clients, contractors and vendors at all times.
- Contact Lists: maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists to include emergency contact numbers.
- Direct and engage Maintenance Technicians as needed for specific property or tenant needs.
- Overnight Mail: Prepares express mail packages and monitors supply levels and replenishes as necessary.
- Assist management team with creating property Invoices as needed, (ie- Monthly management fees, maintenance tech charges, etc).
- New Property On-Boarding – Assists team with on-boarding new properties into the portfolio. This may include abstracting leases for buildings/portfolios of 5 or less tenants.
- Assist management team with preparation or review of annual CAM Reconciliations.
Qualifications
- Individuals with proven customer service skills and leadership potential.
- Bachelor’s Degree or commensurate experience required.
- Microsoft Office proficiency
- Workplace experience, minimum of 1-3 years in a workplace setting. Commercial Real Estate Experience a plus.
- Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week.
- Planning and Organizing – establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, uses resources effectively and efficiently.
- Customer Focus – dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect.
- Dealing with Ambiguity – can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty.
- Interpersonal Savvy – relates well to professionals both inside and outside the organization uses diplomacy and tact.
- Learning on the Fly - learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
- Self-Starter – able to start and complete projects independently.
- Time Management – use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
- Written/Oral communications – ability to speak and write clearly and concisely, get messages across that have the desired effect.
- Attention to detail – is thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
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 web site. Please reference Job 38323BR
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Posted: 30+ days ago
