Property Associate

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.   

Administrative

• Provides direct administrative support to Management
• 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
• 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, 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
• Assist team with budget preparation
• Track budget line items related to administrative accounts
• Prepare manual adjustments forms for all misc tenant services requests
• Assist with new vendor set up
• Assist management with monthly reporting
• 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 8:00 a.m.
• Liaison between tenants and 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
• 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
• 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
• Draft contracts as requested by managers within 24-48 hours of the request
• 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

Knowledge, Skills & Abilities

Education/training

• HS diploma required. 2+ College degree preferred, but not required.

Years of relevant experience

• 3+ years experience in real estate or customer service related position

Skills and knowledge

• 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

Other abilities

• 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 and work conditions

• Regularly sitting for long periods of time – desk work
• Fre