Senior Property Associate

Overview

Provides admin, accounting and tenant support for property team in commercial real estate.

Key Responsibilities

• purchase orders
• expense tracking
• report prep
• lease management
• accounts payable
• insurance certs

Tasks

-Maintaining general office organization. -Tracking and coordinating access card activation and deactivation as needed. -Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel. -Tracking lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications. -Organizing, compiling, and preparing reports for distribution. -Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities. -Coordinating conference room reservations. -Organizing department lunches, meetings, and events. -Preparing and tracking purchase orders (POs). -Receiving building access requests and coordinating access for visitors and vendors. -Using keyboards for typing and computer input. -Using and accessing stairwells during emergencies. -Assisting the property team in developing and implementing property and employee manuals. -Providing general and ad hoc administrative support to the property as needed. -Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel. -Gathering W-9 forms from vendors and assisting in new vendor setups as needed. -Updating employee, client, and customer contact databases. -Hearing, speaking, and answering the office telephone system. -Reading video display terminals, order forms, and other written documents. -Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas. -Assisting team members with property budget preparation and recurring reporting. -Participating in the new tenant welcome and orientation program and assisting with move-in/move-out procedures. -Sorting, organizing, and distributing incoming mail, as well as preparing and sending outgoing mail and packages. -Tracking and ordering Tenant Lounge supplies. -Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards. -Supporting engineers with recording and billing monthly utility meter readings, as appropriate. -Creating and maintaining accurate and organized physical and virtual filing systems. -Assisting with accounts receivable tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary. -Preparing and distributing general correspondence and memos. -Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations. -Coordinating document management related to lease execution, distribution, and filing. -Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment. -Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping. -Assisting with vendor contract creation, execution, and tracking as requested.

Requirements

• excel
• yardi
• bachelor's
• high school
• self-starter
• 2 years

What You Bring

-Lifting a minimum of thirty-five (35) pounds. -Capable of developing effective and constructive solutions to challenges and obstacles. -Minimum of 2 years of experience in commercial real estate, property team, or office management. -Regular sitting for long periods of time. -Strong attention to detail and organizational skills. -Ability to calculate figures and percentages. -High school diploma required. -Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines. -Self-starter with the ability to manage multiple projects under pressure. -Advanced oral and written communication skills. -Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week. -Frequent standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling. -Bachelor's degree (BA/BS) preferred. -Proficiency in excel, word and Yardi. Willingness to learn new programs and technology. -Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.

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About Jll

-Founded over 200 years ago, JLL has become a global leader in real estate services and investment management. -With a presence in over 80 countries, JLL offers a wide range of services, including property management, advisory, and capital markets. -JLL manages iconic properties like the Shard in London and works with Fortune 500 companies to optimize real estate portfolios. -The company is known for its innovative solutions in real estate technology and sustainability. -Typical projects include large-scale urban developments, corporate relocations, and infrastructure advisory. -JLL has pioneered the integration of data-driven insights into real estate decision-making. -The company’s expertise spans across diverse sectors, such as residential, commercial, industrial, and infrastructure. -Notable for its long-standing history, JLL continues to shape the global real estate landscape.

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