Property Administrator (PHX)

JLL - Phoenix, AZ

Position Summary:

ESSENTIAL FUNCTIONS
ADMINISTRATIVE

Answer telephone within three rings.
Greet guests and visitors to the management office, and effectively deals with their concerns by exhibiting a professional, mature, courteous, gracious, and efficient manner.
Provide direct administrative support to Managers and Chief Engineer.
Maintain and update Certificate of Insurances for both Tenants and Contractors.
Open, stamp, and distribute mail daily.
File document/paper work (e.g., leases, legal correspondence, service contracts) for the property on a continuous basis (i.e., daily, weekly).
Check email, regularly – no less than 5 times per day.
Check Tenant Service Request emails every 30 minutes.
Check and deliver Facsimile machine documents on a regular basis.
Monitor status of postage meter and refills when appropriate.
Maintain postage meter (i.e., supplies, maintenance, annual inspections).
Contact repair services for all office equipment when necessary or requested.
Prepare express mail packages.
Utilize Walkie Talkie’s/Nextels radio in a pleasant, professional manner when contacting team members.
Order office supplies, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
Sets up and cleans up refreshments, as appropriate, for conference room meetings
Maintain reception area and conference room areas neat and orderly.
Prepare all files and records in preparation for annual audit; ensure compliance level of management audit is maintained.
Assist engineering staff in preparation of annual Operations Audit.
Assists team members with budget preparation for the property as requested by Manager.

ACCOUNTING

Process Accounts Payables and Receivables (e.g., invoices, returned checks, aged delinquencies)
Obtain completed W-9’s from all vendors.
Prepare manual adjustment forms for all miscellaneous Tenant Service Requests (e.g., overtime requests, labor).
Manager electric consumption tracker (e.g., monthly readings by engineers, billing)

OPERATIONS

Review and manage services requests (e.g., completion times and dates, job satisfaction, discrepancies).
Monitor tenant extermination needs and inspection.

TENANT RELATIONS

Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Assist APM, PM or GM in planning and coordination of all schedule tenant events at the property.
Plan agenda and set up lunch for meetings.
Review, update, and distribute tenant handbook, as necessary.
Prepare tenant memos and correspondence as directed by Managers regarding building holidays, upcoming events, etc.
Work with Manager and Engineering staff to plan an annual safety warden meeting.
Coordinate tenant Move-Ins/Move-Outs.