Property Administrator

4 days left

Location
Washington, DC
Salary
Hourly Rate up to $35K per year + benefits
Posted
Mar 27, 2017
Closes
May 01, 2017
Function
Administrative
Career Level
Entry Level
Hours
Full Time

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.

PHYSICAL  DEMANDS

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.

DAILY DUTIES

ADMINISTRATIVE

> 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

necessary.>

>  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.

ACCOUNTING

", 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.

OPERATIONS

", 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.

TENANT RELATIONS

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.)

Y  

EMERGENCY PROCEDURES

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.

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