New
Property Associate
JLL | |
United States, New York, Melville | |
Oct 02, 2024 | |
Area of Responsibility
Key Elements and Essential Tasks Administrative Provides direct administrative support to property 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 Maintain an organized conference room reservations system 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 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 Ensure Engineers take monthly readings from electric meters for tenants Assist with new vendor set up Assist management with monthly reporting Responsible for monthly MES bill-back to clients 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 8:30am 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 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 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, professional journals, 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 Yardi, Building Engines, Prism, SharePoint 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. |