Property Administrator
JLL - Kailua, HI
Position Summary:
The Property Administrator ensures organizational excellence at a property by providing administrative support to the General Manager and Property Teams. Maintain positive relations between building tenants and owners and JLL.
Responsibilities
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 and contact data bases
Organize, compile and prepare reports for distribution
Process all lease documents including renewals, drafting of new leases, modifications, assignments, exhibits, etc.
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
Establish the new tenant welcome and orientation program
Develop, revise, coordinate implementation of property manual within portfolio
Maintain video/photo library of existing vacant tenant spaces.
Maintenance of property information spreadsheets to include: tenant emergency contact lists, stacking plans, email distribution lists, etc.
Financial
Process A/P {accounts payable}
Process A/R {accounts receivable}
Obtain completed W-9’s from all vendors
Initiate a cost reduction program
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
Prepare and process vendor purchase orders and invoices.
Client Services
Responsible for maintaining the day-to-day relationships with tenant contacts
Prepare and distribute tenant memos and all communications as directed by manager
Open management office for business daily at 8:00am and close at 5:00pm.
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 tenant meetings and schedule lunch for tenants and managers
Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI {certificates of insurance} as necessary
Prepare monthly tenant newsletter, daily security and janitorial reporting
Maintain daily tenant, employee and contractor’s contact
Ensure all 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 100% completion rate of satisfaction surveys
Ensure all tenant contact information is accurate and completed in all building systems
Ensure that Best Practices and Core Charters are implemented at the property
Available to respond to any security or emergency issues and advise PM as necessary
Coordinate access for vendors
Prepare incident reports in the AIMS reporting system
Ensure building signage and tenant directories are current
Assist in organizing and conducting the annual fire evacuation drill
Request and coordinate bid proposals from various vendors for specific jobs
Maintain/update emergency response manuals
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
Enter and monitor completion of work orders into 360 for maintenance requests
Prepare residential home for visiting travelers
Assist in maintaining an equipment log that includes pertinent information such as model, serial number, date of purchase, warranty, etc.
Miscellaneous
Any and all other duties and tasks assigned
Knowledge, Skills and Abilities:
Education and Training
HS diploma required
BS/BA preferred
Years of relevant experience
Less than 1 year experience/entry level
Skills and knowledge
Advanced oral and written communications
Strong organizational skills
Strong ability to self-start and multi-task
Provide constructive and value add solutions to issues
Ability to work effectively individually or as part of a team
Ability to type minimum 65 wpm with 90% accuracy
Proficient in Microsoft Office/Suite
Strong attention to detail
Ability to adapt to consistent change
Commercial real estate experience
Other abilities
Ability to work flexible hours, on occasion which may exceed 8 hours per day, 5 days per week, 40 hours per week
Certifications and Licenses
Hawaii real estate license preferred
Physical work requirements and Work Conditions
Regularly sitting for long periods of time – desk work
Frequently required to stand, sit, walk, reach with hands, arms, stoop, kneel, crawl or crouch
Ability to ready video display terminal
Lift minimum of 35 pounds
Use of stairwells during emergencies
Use of keyboards for typing and data entry
Hearing, speaking, and answering the office telephone system
Start a lasting career with JLL today!
Total Rewards reflects JLL’s investment in employees’ needs and preferences in Career, Recognition, Well-being, Benefits and Pay. We offer a competitive salary and benefits package. To be considered, please visit our Web site at www.us.am.joneslanglasalle.com/UnitedStates/EN-US/Pages/Careers.aspx to apply online. All resumes MUST BE submitted via our web site. Please reference Job 38736BR.
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Posted: 30+ days ago
