JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Duties and Responsibilities
Provides direct administrative support to Management and Chief Engineer.
Maintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attended.
Maintain and update employee, client and customer contract data bases.
Organize, compile and prepare reports for distribution.
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.
Process accounts payables (A/P) and accounts receivables (A/R).
Obtain completed W-9’s from all vendors.
Assist team with budget preparation.
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 tenant memos and all communications as directed be manager.
Responsible for SharePoint management and document loading.
Follow up on all tenant requests to ensure completed to satisfaction.
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.
Assist the team with updating and implementing new property on-boarding.
Review tenant services requests daily and note completion.
Ensure that Best Practices and Core Charters are implemented at the property.
Provide copies of utility invoices or information to either Servidyne or Energy Star monthly.
Distribute documents to Lease Administration.
Scheduling use of materials to be moved into or out of property.
Draft contracts as requested by managers within 24-48 hours of the request.
Enter work orders into electronic program for maintenance requests.
Prepare and lead Quarterly table top discussions with Team Members.
Collect HVAC PM Service contracts from Tenant’s in accordance with the Lease Agreement on an annual basis.
Requirements
High School diploma or general education degree (GED). BS/BA preferred
One to three months of related experience
Highly Desirable Attributes
Ability to interpret a variety of instructions both written and orally.
Proficient knowledge of Microsoft Word, Excel and Powerpoint.
Must be able to work overtime as required.
#LI
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.