The Property Associate, Industrial is a Market position providing administrative support to the property management team, including property managers and general managers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Administrative

• Provides direct administrative support to property management
• Assist in Management Audits
• Maintain and update employee, client and customer contract data bases
• Organize, compile and prepare reports for distribution
• 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

Financial

• Process A/P {accounts payable}
• Process A/R {accounts receivable}
• Obtain completed W-9’s from all vendors
• Assure technological advancement of support systems – maintaining budget guidelines
• 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 monthly tenant statements and direct bill back to tenants

Client Services

• Responsible for maintaining the day-to-day relationships with tenant contacts
• Prepare tenant memos and all communications as directed by manager
• Liaison between tenants and all building staff/team members
• Responsible for SharePoint management and document loading
• Follow up on all tenant requests to ensure completed to satisfaction
• Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI {certificates of insurance} as necessary
• Maintain daily tenant, employee and contractor’s contact
• Work with manager to address 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 all tenant contact information is accurate and completed in all building systems
• Coordinate access for vendors
• Distribute documents to Lease Administration
• Draft contracts as requested by managers within 24-48 hours of the request
• Collect HVAC PM Service contracts from Tenant’s in accordance with the Lease Agreement on an annual basis

EDUCATION AND/OR EXPERIENCE:

High school diploma or general education degree (GED); and related experience and/or training.

LANGUAGE SKILLS:

Ability to read, analyze, and interpret general business periodicals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS:

Basic Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

High Skills: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS:

Microsoft Excel, Word, Outlook, PowerPoint, keyboarding, PeopleSoft. Experience with Yardi, Avid, Nexxus, Kardin, MRI a plus

COMPETENCIES: The following competencies are required to perform the job successfully: Interpersonal skills; oral communication; written communication; teamwork; diversity; integrity and ethics; organizational support; professionalism; quality of work; observance of safety and security procedures; attendance and punctuality; and dependability.

The individual should demonstrate the following additional competencies:

Analytical - Synthesizes complex or diverse information; Collects and researches data; Uses intuition and experience to complement data; Designs work flows and procedures.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.

Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.

Quality Management - Looks for ways to improve and promote quality; Demonstrates accuracy and thoroughness.

Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.

Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.

PHYSICAL DEMANDS AND WORK ENVIRONMENT:

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to finger, handle or feel; and talk or hear. The employee is occasionally required to reach with hands and arms, and may occasionally be required to lift up to 10 pounds. No specific vision abilities are required for this job. The noise level in the work environment is usually moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.