Assistant Property Manager

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Location - On-Site in Jersey City

Primary Responsibilities:

• Participate in processing of A/P (accounts payable), reviewing and coding invoices for payment.
• Participate in A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed.
• Track administrative spend to not exceed budget and look for cost reduction opportunities.
• Coordinate document management related to lease execution, distribution, and filing.
• Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed.
• Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.
• General office organization.
• Sort, organize and distribute incoming mail.  Prepare and send outgoing mail and packages.
• Prepare and distribute general correspondence and memos.
• Organize, compile and prepare reports for distribution.
• Create and/or maintain physical and virtual filing systems in an accurate and organized manner.
• Maintain and update employee, client, and customer contact databases.
• Coordinate conference room reservations.
• Organize department lunches, meetings, events and business travel.
• Receive building access requests and coordinate access for visitors and vendors.
• Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards.
• Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations.
• Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
• Participate in new tenant welcome and orientation program.   Assist with move-in/move-out procedures.
• Track and coordinate access card activation/deactivation as needed.
• Assist property team in the development and implementation of property and employee manuals.
• Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure. 
• As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel.
• Gather W-9’s from vendors, and aid in new vendor set-ups as needed.
• Assist team members with property budget preparation and recurring reporting, as requested.
• Assist engineers with recording and billing, as appropriate, monthly utility meter readings.
• Assist with vendor contract creation, execution and tracking as requested.
• General and ad hoc administrative support of the property as needed
• Any and all other duties and tasks assigned.

 Skills/Qualifications:

• High school diploma required
• BA/BS preferred
• Minimum 1 year in commercial real estate, property team experience, or office management experience
• Proficient knowledge of Microsoft Office Suite.  Comfortable learning new programs and technology.
• Advanced oral and written communication skills.
• Strong attention to detail and organizational skills
• Self-starter, able to manage multiple projects simultaneously and under pressure.
• Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines.
• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.
• Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty.
• 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.

 Physical Work Requirements and Work Conditions: