QUALIFICATIONS - To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.
EDUCATION/EXPERIENCE- High school diploma or general education degree (GED). Associates or Bachelor degree a plus, or one to three months related experience and/or training; or equivalent combination of education and experience.
COMMUNICATION SKILLS - Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write internal and external correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
MATHMATICAL SKILLS-Ability to add, subtract, multiply and divide in all units of measure, using whole numbers common fractions, and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.
REASONING ABILITY - Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written and oral form.
OTHER SKILLS AND ABILITIES - Ability to type at least 60 wpm with 90% accuracy. Must have proficient knowledge of Microsoft Word, Excel and Powerpoint. Ability to work, as needed, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week.
In compliance with The American's with Disabilities Act (ADA), the Property Administrator's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
• Is regularly required to sit for long periods of time.
• The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl.
• Reading Video Display Terminals, order forms and other written documents.
• Lifting a minimum of thirty-five (35) pounds.
• Using and accessing stairwells during emergencies.
• Using keyboards for typing and computer input.
• Hearing, speaking and answering the office telephone system.
> 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 Manager 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 CO! tracking system, either
manual or electronic and must comply with JLL Management Audit requirements.
> Mail - Should be opened daily, 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 checked 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
> Office Hours - Monday - Friday, 8:00 am - 5:00 pm.
> Office Supplies - All supplies should be monitored and ordered as needed, including letterhead,
envelopes, monthly reports supplies, etc. and coffee supplies.
> 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.
", 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 Reash 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. (Tenant Service Request (TSR's) billings do not require a letter unless material amount or more than 60 days old.). If the tenant doesn't pay the delinquent amount within 10 business days, PA should calculate late fees as stated within Tenant's lease and prepare late fee letters as necessary for approval and signature by Manager.
", 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.
", R&B Report (Reoccuring Billing Statement) - The PA should run this report from the accounting system no later than the 5th of the month to review and approve the rents, cam and taxes that the tenant will be scheduled to pay on the next rental statement. If the charges are inconect or a tenant's rent bump is missed, a revised JDE Abstract needs to be updated for the tenant and emailed to Lease Input with the appropriate corrections to the billing. Once entered and notified that it has been entered, PA must print a Lease Abstract from the accounting system to verify that the correct charges are showing up to be billed to the tenant and filed in the tenants lease file.
", Cleaning Inspections - perform bi-weekly inspections with the contractor's representative in different parts of the building at random. Send a letter addressing issues both good and bad to the cleaning contractor rep to document and copy Manager. This should be filed in the Service Contactor file. Followup to ensure completion and compliance with standards. Monitor contractor responsibilities (dayporter, floor maintenance, etc) to insure conformity to standards.
Be the first point of contact for cleaning contractor rep. Handle all tenant calls regarding cleaning issues and followup with tenant to ensure the issue has been responded to.
Y Tenant Service Request - PA is responsible for ensuring all tenant services requests are entered
into the property tracking system. Ensure engineers complete requests and followup daily with tenants as to the status of their request. Perform 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.
,.. Landscaping - Monitor interior and exterior maintenance visits from contractor. File service sheets in Contractor file. Review proposals for flower plantings vs. budget and contractor performance.
Y 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.
Y Elevators - Ensure contractor's service personnel sign in and out of the log book each time they
are at the property performing regularly scheduled maintenance. Log all entrapment calls in the appropriate log. Entrapments where an individual is injured must be reported in writing to the appropriate county office.
Y Access Cards - PA responsible for ensuring all tenant access cards are activated and deactivated
as requested. This system will be different from property to property. Check with Manger for proper protocol depending on the monitoring company.
Y Special Dumpster Request - If a tenant needs to fill the dumpster, PA responsible for scheduling
special pickups for the tenant and is responsible for billing the tenant for the pickup.
Y Tenant Events - PA is responsible for assisting APM 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. Perform one-on
one meetings with office managers to discuss building issues or set up lunch for office manager. Office Manager and yourself to discuss pertinent building issues (should be I to 2 per month).
,> Tenant Handbook - Review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants.
y 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.
Y 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.
Y Tenant Lists - Maintain daily and update no less than monthly tenant and contractor's contacts
lists to include emergency contact numbers. This should also be updated no less than monthly in the properties 4-sight program. This includes updates of physically challenged individuals in the building both permanent and temporary (ie broken leg, in a wheel chair, etc.)
No less than monthly, PA should update all assigned sections of the property's Building Engines website to include but not limited to emergency contacts, space utilization module, etc.