Property Associate/Receptionist
 JLL | |
 United States, New York, New York | |
 Nov 15, 2024 | |
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PROPERTY ASSOCIATE/ RECEPTION - FRONT DESK
Responsibilities: Provide administrative support to the General Manager and Property Team to ensure efficient operational organization. *This person will sit at the front desk of the main lobby of the building and take on Front Desk duties along with the Property Associate role. Hours are M-F 8:30am-4:30 pm with some OT required at certain times of the year. Front Desk Duties: Greet/ host/ provide support for guests, visitors, and employees. Answer all in-coming calls. Manage all vendors check in at the front desk; ensure contracts in place and Certificate of Insurance on file and provide a copy of the rules & regs. Alert Engineering of all contractors on site. Monitor Property Security Cameras and responds to 6 main entrance doors that are locked but have an airphone attached. Receptionist must answer and persons must be vetted before giving entrance. Point of contact for all packages/deliveries Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc. Maintain and update employee, tenants, and vendor contact databases. Respond and follow through to requests for information and communicate with all levels of management with minimal supervision. Electric Vehicle charging station - learn how to run, review, and analyze and prepare valuable reporting information for ownership. Provide access to all tenants for EV Charging station. Security oversight - monitoring cameras, sign in/ out of contractors on log sheet ensuring readability and documentation of logs kept on site. Create and manage Front desk handbook to incorporate details of day-to-day functions and specific information of tasks, lists of tenant occupants, contact information, passwords etc. Meetings - Coordinate Janitorial to set up and clean up refreshments, as appropriate for conference room meetings. Administrative support to Manager: 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 -Physical copies and JLL Portal filing is critical to have strong organizational ability to keep files up to date and filed appropriately. PA is responsible for ensuring all document/paperwork 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. Must have exceptional organizational skills in managing email and timely follow up to completion. Tenant Portal/Work order system oversight and management. Become expert in system and work on revising and managing various facets and capability for reporting and building the system database. Alert manager & engineers immediately for any urgent tenant work orders especially related to HVAC, electric, plumbing issues, or other urgent matters. Bill out tenant work orders monthly. Organizes all conference room reservations. Organize, compile, and prepare monthly reports for distribution. Daily communications & Logging through the day on building, tenant, and contractor activities. 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 pantry supplies; office supplies, computers, phones, or any other items requested by managers. Management/Operations Audit - Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually. Coordinate and assist in preparing docs for backup on CEP tracker & OCP. Budget Preparation - Assists team members with budget preparation for the property as requested by Manager. Organize department lunches, meetings, events, and business travel. Support other special requests or projects as requested. Complete required training courses. Accounting: Accounts 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. Assist in review, input and preparing Accruals. Tenant Relations: Customer 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. Create, revise, and distribute move in /out docs and rules & regs. 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. Operations and Customer Service Support: Follow-up with tenants to ensure service requests are completed to their satisfaction. Update Building and Tenant Emergency Response Manuals. Coordinate Tenant meetings, trainings, and events. Assist with coordination of Tenant move ins and outs. Interact with Tenants to foster ongoing relationships. Manage vendor and Tenant certificates of insurance and contractor rules & regs. Coordinate access for vendors. Distribute documents to Lease Administration, such as certificates of insurance, commencement letters and other legal documents. Prepare electronic Monthly Tenant Newsletter, Daily Security and Janitorial Report. Monitor work orders in Building Link and ensure all requests are responded to timely. Assist teams with updates. Liaison between tenants and building engineers, security and janitorial. General Office Support: Housekeeping Duties (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance, etc.) Maintain all conference rooms for cleanliness / reserve conference rooms, including ordering and/or setup. Order, maintain and organize all kitchen and office supplies. Resolve problems associated with all building services including janit | |