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Property Associate
New York, NY
Job Description
Principal Accountabilities
Support - provides direct administrative support to Managers.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 Compliance requirements.
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. All files at the property should comply with JLL Management Audit requirements.
E-mail - should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately.
Overnight Mail - Prepares express mail packages and monitors supply levels and replenishes as necessary.
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
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.
ACCOUNTINGAssist with annual budget preparation - compile key assumptions and capital budget information, maintain lease level budgeting for all tenants, review and coordinate the budget input into the accounting system.
Prepare and distribute monthly financial reports - prepare monthly journal entries, financial statements and bank reconciliations. Support property managers in review and preparation of monthly variance reports.
Accounts Payables - Property Administrator is responsible for ensuring all invoices for the property are entered into accounting system, coded, and directed 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. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. 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 to tenants pursuant to individual client requirements. Track delinquencies not received in 10 days and report the information to the manager in order to discuss next steps.
Track management fees and construction management fees for Regional budgeting and re-forecasting.
Coordinate annual year-end reconciliation process - CAM, percentage rent, insurance utilities, sewer/trash, real estate taxes. Coordinate payroll reporting process.
Manual Adjustment Forms - PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request. 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.
TENANT RELATIONSCustomer Service - Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Tenant Handbook - review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Tenant Notification - Prepare tenant memo's and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
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.
Contact Lists - maintain daily and update no less than monthly tenant, employee and contractor's contacts lists and email distribution lists to include emergency contact numbers.
QUALIFICATIONS
Candidate is to be self-motivated, proactive, highly organized and have the ability to work independently.
Candidate must be able to work with fast pace team with large volume of clients/tenants; multi-tasking is essential for this position.
Candidate can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty
Candidate is a quick learner and strives for results, can be counted on to exceed goals successfully, bottom line oriented, pushes self and other for results
EDUCATION/EXPERIENCE - one year related experience and/or training; or equivalent combination
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Support - provides direct administrative support to Managers.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 Compliance requirements.
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. All files at the property should comply with JLL Management Audit requirements.
E-mail - should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately.
Overnight Mail - Prepares express mail packages and monitors supply levels and replenishes as necessary.
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
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.
ACCOUNTINGAssist with annual budget preparation - compile key assumptions and capital budget information, maintain lease level budgeting for all tenants, review and coordinate the budget input into the accounting system.
Prepare and distribute monthly financial reports - prepare monthly journal entries, financial statements and bank reconciliations. Support property managers in review and preparation of monthly variance reports.
Accounts Payables - Property Administrator is responsible for ensuring all invoices for the property are entered into accounting system, coded, and directed 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. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. 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 to tenants pursuant to individual client requirements. Track delinquencies not received in 10 days and report the information to the manager in order to discuss next steps.
Track management fees and construction management fees for Regional budgeting and re-forecasting.
Coordinate annual year-end reconciliation process - CAM, percentage rent, insurance utilities, sewer/trash, real estate taxes. Coordinate payroll reporting process.
Manual Adjustment Forms - PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request. 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.
TENANT RELATIONSCustomer Service - Provide superior customer service to all tenants, clients, contractors and vendors at all times.
Tenant Handbook - review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Tenant Notification - Prepare tenant memo's and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
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.
Contact Lists - maintain daily and update no less than monthly tenant, employee and contractor's contacts lists and email distribution lists to include emergency contact numbers.
QUALIFICATIONS
Candidate is to be self-motivated, proactive, highly organized and have the ability to work independently.
Candidate must be able to work with fast pace team with large volume of clients/tenants; multi-tasking is essential for this position.
Candidate can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty
Candidate is a quick learner and strives for results, can be counted on to exceed goals successfully, bottom line oriented, pushes self and other for results
EDUCATION/EXPERIENCE - one year related experience and/or training; or equivalent combination
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
1+ years
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