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.

The Property Administrator’s primary responsibility is to maintain positive relations between building tenants and owners and Jones Lang LaSalle property management team and assist property management team in the operations of a property.

The specific areas of responsibility for a Property Administrator include administrative duties, accounting, operations and tenant relations.

ESSENTIAL DUTIES and RESPONSIBILITIES include the following. Other duties may be assigned.

ADMINISTRATIVE

• Effectively deals with tenant concerns by exhibiting a professional, mature, courteous, gracious and efficient manner.
• Provide direct administrative support to Managers and Engineers.
• Track and update Certificates of Insurance on regular basis for both Tenants and Contractors. All lease files and contract files must also be up to date with COIs.
• Responsible for ensuring all document/paper work for the property is electronically 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.
• Ensure compliance level of management audit (Compliance Excellence Program) is maintained and prepares all files and records in preparation for the audit annually.
• Assist engineering staff in preparation of annual Operations Audit.
• Assists team members with budget preparation for the property as requested by Manager.

ACCOUNTING

AP

• Property Administrator is responsible for ensuring all invoices for the property are researched for accuracy, properly coded, given to AGM/GM for approval, and entered into Accounting Systems to be paid. When checks are returned, PA must verify check information matches invoice and return invoice stub is attached to check.
• Payables should be entered on a weekly basis per client’s due date.
• All payables processed must meet the JLL Audit requirements by having sufficient back-up for invoices (i.e. p.o., packing slips, work orders, and match contract rates).
• Property Administrator to ensure all payables are free of late fees.
• Obtains completed W-9 forms from all vendors requiring setup in account system.
• Set up all vendors in Delphi according to client specifications.

AR

• Print and review Aged Delinquency report on the 5th of each month.
• PA is responsible for following up with all outstanding AR, sending delinquency emails for delinquent accounts by the 5th of each month (and as rents are received for delinquencies). Copies of emails should be kept in the Tenant’s electronic lease file.
• PA is responsible for verifying work order billing and administrative fees are billed accordingly.
• PA is responsible for reviewing and sending out monthly rent statements by the 20th of each month.
• Responsible for preparing manual adjustment forms for all miscellaneous Tenant Service Request (ie requested HVAC over time, labor to hang white boards, keys, etc.). These should be processed each month, signed by the AGM/GM and scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.
• Responsible for ensuring engineers take monthly readings from electric meters for tenants. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants and adds charges to monthly Manual Adjustment Form.

OPERATIONS

• Monitor work order requests and work with vendors to complete tasks. Follow up with tenant to ensure situation has been taken care of properly.
• Close out completed work orders on a weekly basis and assist engineers with updating work orders.

TENANT RELATIONS

• Provide superior customer service to all tenants, clients, contractors and vendors at all times.
• Responsible for planning and coordination of all schedule tenant events at the property.
• Responsible for maintaining the Building’s Tenant Relations plan with guidance from AGM/GM.
• Review, update and revise tenant handbook as necessary. Coordinate distribution of updates or revisions to all tenants.
• PA should ensure all items on the Tenant Move In/ Move Out Checklist are completed for each new tenant. This is then electronically filed in the tenant’s lease file.
• Maintain/update daily tenant contacts. Also, responsible for updating (no less than twice per year) employee and contractor’s contacts lists to include emergency contact numbers. This includes updates of physically challenged individuals in the building both permanent and temporary (ie broken leg, in a wheel chair, etc.)

Required Skills:

Office Administration, Tenant Relationships, Accounting

Preferred Skills:

Real Estate Management

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

This position may require you to be fully vaccinated against COVID-19. If required, you’ll be asked to provide proof that you’re fully vaccinated upon your start date. You’re considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.

Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Accepting applications on an ongoing basis until candidate identified.