Property Administrator

New York City, New York, United States


About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!

This role will consist of:
Support – provides direct administrative support to Managers.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.
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.
E-mail – should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately.
Overnight Mail – Prepares express mail packages and monitors supply levels and replenishes as necessary.
Office Supplies – All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Meetings – Sets up and cleans up refreshments, as appropriate for conference room meetings
Management Audit – Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
Operations Audit – Assist engineering staff in preparation of annual Operations Audit.
Budget Preparation – Assists team members with budget preparation for the property as requested by Manager.

ACCOUNTINGAccounts 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. When 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.
W-9’s – Obtains completed W-9 forms from all vendors.
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 in order to discuss next steps.
Manual Adjustment Forms – PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request. 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.
Electric Consumption Tracking- responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants and adds charges to monthly Manual Adjustment Form.

TENANT RELATIONSCustomer Service – Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
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.
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.

EDUCATION/EXPERIENCE –Associates or Bachelor degree. One to three months related experience and/or training; or equivalent combination
Candidate is to be self-motivated, proactive, highly organized and have the ability to work independently. Candidate must be able to work with fast pace team with large volume of clients/tenants; multi-tasking is essential for this position.
What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!

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