This role will consist of:
o Provides direct administrative support to Managers to include timecard approvals in Workday. (approved engineering hours are used for the Union remittance report)
o Assist with tenant issues or maintenance calls including follow up.
o Creating purchasing requests and creating/providing the PR# on behalf of JLL Staff and General Services Staff.
o Prepare and process Vendor Agreements. Set up new vendor files and maintain as required by client.
o Prepare incident reports and communicate with the insurance company(s) when needed. Managing 360 for work order creation, closing after completion and providing monthly reports to PM
o Creating work order for conference room reservations which require room setup by engineers.
o Certificate of Insurance Tracking – COI’s must be maintained and updated on a regular basis for both Tenants and Contractors. Each property will have their own COI tracking system, either manual or electronic and must comply with JLL Management Compliance requirements.
o General Filing – PA is responsible for ensuring all document/paper work for the property is filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables. All files at the property should comply with JLL Management Audit requirements.
o E-mail – should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately.
o Accountable Mail – Sends and receives express mail packages and all accountable and metered mail. Monitors supply levels and replenishes as necessary.
o Office Supplies – All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supply, computers, phones, or any other items requested by managers.
o Meetings – Sets up meetings and cleans up refreshments, as appropriate for conference room meetings.
o Maintain/Update Emergency Response Manuals or create for new properties.
o Maintenance of property information spreadsheets; including tenant contact, vendor Contract Tracking, Vendor
o Management Self Audit – Ensure compliance level of management self-audit is maintained and prepares all files, document and records in preparation for the audit annually.
o Operations Compliance Program Audit – Assist engineering staff in preparation of annual Operations Audit.
o Budget Preparation – Assists team members with budget preparation for the property as requested by Manager.
o Run Yardi reports such as Rent Rolls, AR reports, Renewal Option reports, etc. and post as requested. Upload or download items from
o Accounts Payables – Property Administrator is responsible for ensuring all invoices for the property are entered into accounting system, coded, and directed to GM for approval and paid. Any invoices not processed for posting in the period the expense or services were received are to be accrued and directed to the AGM.
o If checks are returned, PA must verify check information matches invoice, return invoice stub and attached to check and mail out accordingly. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. All payables process must comply with JLL Management Audit.
o W-9’s – Obtains completed W-9 forms from all new vendors for set up in Delphi system.
o Accounts Receivable – Print Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters to tenants pursuant to individual client requirements. Track delinquencies not received in 10 days and report the information to the manager to discuss next steps.
o Set up new Tenant files and organize per client's instructions including filing.
o Create and process Union Employers Remittance Report and payment of contribution.
o Monthly reconciliation of the Corporate AMEX Credit Card and timely payment processing to avoid late fees.
o Manual Tenant Adjustments (MTA’s) Form – PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request logged in 360 work order system. These should be processed each month and signed by the GM and faxed or scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.
o Electric Consumption Tracking- responsible for ensuring engineers take monthly readings from tenants that have separate electrical meters. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants using the monthly MTA form submitted to CAS along with 360 work order billings.
o Keep track of Real Estate Taxes due dates; ensure checks are processed and mailed by due dates. Follow up to ensure payments were received and processed by the tax authorities.
· TENANT RELATIONS
o Customer Service – Provide superior customer service to all tenants, clients, contractors and vendors always.
o Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
o Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding JLL holidays, upcoming events, Building News, etc.
o Tenant Insurance tracking in 360 system.
o Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. PA should ensure all items on the Tenant Move In Checklist are completed for each new tenant.
o Contact Lists – maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists and email distribution lists to include emergency contact numbers.
o Variance Reporting – Per the client “Financial Calendar” provide variance reporting against approved budgets in the format requested by the client and direct reporting to the AGM for consolidation. Current reporting periods are monthly, quarterly and year-end.
o Operational Reporting – As required for “Financial Calendar” reporting periods provide;
§ 360 reporting on; reactive work orders, preventative maintenance and billable word orders (MTA’s in accounting above).
§ Expired COI’s and Contracts
o Financial Reports – Assist by running reports in Yardi as needed for reporting cycle’s; Trial Balance, Balance Sheet, Budget Comparison with summary, Stacking Plan, Rent Roll, Aged Delinquencies, Receivable Detail, Security Deposit Ledger, Management Fee Schedule, Bank Reconciliations from CAS, Manager Transaction Schedules, Check Register, Open Account Payable, General Ledger detail, Work Order chart by type and request detail and detailed workpapers.
CANDIDATE SPECIFICATION: KEY SELECTION CRITERIA
o Bachelor’s degree or equivalent work experience in administration, preferably related to facilities or property management
o Minimum 2 years’ experience as administrator or office manager
o Knowledge of local occupational health and safety requirements
o Knowledge of vendor management for specialized services
o Budget management and financial analysis skills
o Understanding of commercial construction planning and execution a plus.
o Working knowledge of computer applications. Microsoft Office Suite software knowledge and real estate management accounting software preferred (Yardi, JD Edwards, MRI, SAP)
Critical Competencies for Success
§ Client Focus & Relationship Management
o Demonstrates proactive & professional approach to customer service and stakeholder engagement
o Ability to interact with a wide range of Client and JL staff, including senior levels
o Ability to manage conflict and balance between Client and JLL requirements
o Has a customer service oriented attitude?
§ Project Management & Organizational Skills
o Excellent planning & organizational skills to prioritize work and meet tight deadlines
o Proven ability to manage multiple and complex operational matters daily
§ Problem Solving & Strategic Thinking
o Capacity to deal with ambiguity and solve complex problems effectively
o Analytical, proven ability to solve problems using a quantitative approach
o Proven ability to employ holistic approaches and looks at long term solutions
Other Personal Characteristics
o Candidate is to be self-motivated, proactive, highly organized and have the ability to work independently.
o Candidate must be able to work with fast pace team with large volume of clients/tenants; multi-tasking is essential for this position.
o Strong communicator – Good presentation skills and possesses strong verbal & written communication skills, also an active listener
o Passion for quality – has an eye for detail to make sure the best delivery of services
o Self-motivated; confident & energetic
o Ability to effectively deal with stressful situations
o Flexible – able to adapt to rapidly changing situations
o Strongly goal-oriented – able to focus on meeting all performance targets
o Is a team player – able to cooperate and work well with others to meet targets
o Proven ability to initiate and follow through with improvement initiatives
o Exhibits honesty & trustworthiness
o Open to new ideas & willing to challenge status quo
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