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Property Administrator
Jones Lang LaSalle
Warrenville, IL, United States
Job Details - this job has expired, please see similar jobs below
JOB TITLE: Property Administrator
IMMEDIATE SUPERVISOR: General Manager
JOB LOCATION: Chicago Suburbs - Warrenville
ESSENTIAL JOB FUNCTIONS:
Administrative and accounting responsibilities requiring the use of office equipment including a computer, building software, telephone, and other equipment. Participate in administrative, accounting and operational support for property management team and operations for assigned properties.
Administrative Responsibilities
• Open the office. Greet guests and visitors to the Management Office; determine nature of business, and direct individuals to appropriate location.
• Answer phones and respond to all tenant requests in a professional, gracious and courteous manner.
• Acknowledge role as the management office “ambassador” for the property team.
• Prepare lease abstracts; maintain lease files.
• Process and log tenant work authorizations and tenant service requests on the 360 Facility system. Monitor outstanding Tenant Service Requests (TSR’s) to ensure that work is completed.
• Check cleaning and security logbooks daily; inform manager of issues; preparation of work orders.
• Coordinate move in and out procedures for tenants including the following:
• New tenant welcome package and gift.
• Order materials for tenants - signs, directory board strips, keys, blinds and access cards.
• Coordinate interoffice checklists (move-ins and move-outs and vacancy check list).
• Maintain lists of general contact information, tenant and building emergency phone numbers.
• Coordinate telephone procedures during emergency and crisis situations.
• Enforce the certificates of insurance (COI) program. Ensure that contractors, delivery companies and tenants have correct and current certificates of insurance on file.
• Provide contract administration; new vendor setups.
• Ensure that contractors adhere to the sign in policy.
• Update Tenant Safety Manual as needed. Maintain a current list of tenant and contractor business and emergency contact numbers. Keep 4-Sight emergency preparedness contact information current.
• Assist in administering the Sonitrol security system.
• Provide all general filing; and ensure lease, vendor, building, accounting, and a correspondence files meet Jones Lang LaSalle standards. Change back up files for server.
• Compile data for annual administrative audit and pass internal audit.
• Responsible for ensuring the smooth operations of the Management Office; assist with ordering office supplies; administer maintenance contracts for office equipment - copier, fax, printer, computer and phones.
• Open, date and distribute mail.
• Maintenance of management office calendar.
• Assist in building activities as requested, such as tenant events. Assist with other building or administrative projects/tasks, as requested.
• Provide administrative support to Managers and Engineers including, but not limited to typing, filing and faxing information.
• Maintain the highest standards of professionalism with clients, tenants and co-workers.
• Notify General Manager of all tenant issues and other important property issues.
• Maintain work area in a neat and organized manner.
• Proofread and edit documents for grammar, spelling and punctuation.
Accounts Payables/Account Receivables Responsibilities
• Assist the General Manager in the accounts payables process (stamping, coding, JD Edwards program input) on a weekly basis. Maintain purchase order log.
• Responsible for 360 Facility work order administration. Assist in the preparation of tenant service request charges according to client accounting’s calendar and ensure accurate and timely billings to the Tenants
• Update space utilization book and stacking plan as new and renewal leases are signed.
• Participate in the preparation of the annual budget and monthly owner reports.
• Prepare various monthly reports (i.e. accruals, reallocation of expenses, variance reports and others as assigned).
Qualifications:
• Bachelor’s degree
• 1-3 years prior general business experience
• Prior property management experience is preferred.
• Excellent computer skills and experience with Microsoft Office (Word, Excel, Powerpoint) and experience with the JD Edwards accounting system (or comparable system) helpful.
• Excellent communication skills, customer service and team oriented, self-starter and mature.
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