Property Administrator
JLL - Phoenix, AZ
Position Summary:
ADMINISTRATIVE
- Telephones – Should be answered within three rings with “Good Morning or Good Afternoon, Jones Lang LaSalle. You may choose to add the property name after JLL. Determine the nature of the business, and direct callers to destination.
- Greeter – greets guests and visitors to the management office and effectively deals with their concerns by exhibiting a professional, mature, courteous, gracious and efficient manner.
- Support – provides direct administrative support to Managers and Chief Engineer.
- 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 Audit requirements.
- Mail - should be opened daily and date stamped and distributed to appropriate team members.
- General Filing – PA is responsible for ensuring all document/paper work 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. Most current documentation should be kept on top. All files at the property should comply with JLL Management Audit requirements.
- E-mail – should be check on a regular basis but no less than 5 times per day. If the property uses email to receive Tenant Service Requests, then email should be checked every 30 minutes.
- Facsimile Machine – should be checked on a regular basis for incoming correspondence and distributed to the proper team member.
- Postage Meter – Monitors status of postage meter and refills when appropriate. Orders supplies for meter and gets required annual inspections.
- Repair Service – Contacts repair services for all office equipment when necessary or requested by team member.
- Overnight Mail – Prepares express mail packages and monitors supply levels and replenishes as necessary.
- Walkie Talkie’s/Nextels – Utilizes radio in a pleasant, professional manner when contacting team members.
- Management Office Hours – Monday – Friday, 8:30 am – 5:30 pm.
- Office Supplies – All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
- Meetings – Sets up and cleans up refreshments, as appropriate for conference room meetings
- House Keeping – Maintains reception area and conference room areas neat and orderly.
- Management Audit – Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
- Operations Audit – Assist engineering staff in preparation of annual Operations Audit.
- Budget Preparation – Assists team members with budget preparation for the property as requested by Manager.
ACCOUNTING
- Accounts Payables – Property Administrator is responsible for ensuring all invoices for the property are coded, given 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. Each property at Jones Lang LaSalle has different accounting systems. Some enter payables through Rcash others use an alternate system. Some properties pay their bills using a VISA card and PA is responsible for coding charges in the Bank of America website called WORKS. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. Please check with your General Manager and CAS to determine the schedule and arrange for invoice processing training. 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 for charges over 30 days old. This can be done via a hard letter or an email to the tenant. Copies of emails should be kept in the tenant’s lease file. 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 (ie requested HVAC over time, labor to hang white boards, keys, etc.). 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.
OPERATIONS
- Tenant Service Request – PA is responsible for daily review of TSR’s noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with engineering staff to ensure discrepancies and address in next staff meeting.
- Exterminating- monitor tenants calls pertaining to extermination needs and coordinate with contractor to come complete a space inspection. Followup with tenant to ensure situation has been taken care of properly.
TENANT RELATIONS
- Customer Service – Provide superior customer service to all tenants, clients, contractors and vendors at all times.
- Tenant Events – PA is responsible for assisting APM, PM or GM in planning and coordination of all schedule tenant events at the property.
- Tenant Meetings – Plan agenda for meetings and have approved by Manager. Set up lunch for Tenant and Property Manager to discuss pertinent building issues (should be at least 1 per quarter).
- Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants.
- Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding building holidays, upcoming events, etc.
- Safety Warden Meetings – Work with Manager and Engineering staff to plan an annual safety warden meeting. PA to assist in updating emergency procedures and all required documentation for the meeting.
- 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. This is then filed in the tenant’s lease file
Posted: 30+ days ago
