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Operations Coordinator in Boston, MA at JLL

Date Posted: 3/24/2019

Job Snapshot

Job Description

The purpose of this position is to provide key operational support to the Regional Manager and Regional Engineering Manager and support regional property management initiatives.  The successful candidate will maintain a high level of service to our property management colleagues, other Jones Lang LaSalle colleagues, our clients and vendors that support our business.  It requires planning, scheduling, coordinating, tracking, monitoring, evaluating and directing departmental activities throughout the business cycle.  It includes resource allocation and development; working with internal and external client organizations; serving as the liaison and a primary point person in all internal operational matters, and handling the day-to-day operations in the following areas:

Administrative Support: Provide detailed and efficient support on a variety of administrative duties including:

Accounting/Data Analysis: Process all cash receipts (management fee, construction fee, corporate reimbursement checks) from the properties. Process all check requests for property and vendor invoices following applicable accounting practices. Support the Regional Manager and Group Managers with working on department budget and operating reports.

Administrative: Provide support for correspondence, travel plans and expense reports.   Maintain the department directory, property listing, Maintain the internal-facing property management Box site and take the lead on the department newsletter; drive regional communications efforts and develop plan for richer more effective communication.  Help to drive updates to client first for maintaining most updated client interactions. Maintain critical agreements and make sure that we are in complete compliance. Coordinate regional functions and meetings.

Human Resources: Maintain database of resumes and keep staffing needs updated and communicated. Coordinate recruiting efforts and on-boarding process.

Department Operations: Leverage the role to help drive our business forward and develop tools to help our team and clients:

New Business Development:  Coordinate with Regional Manager, marketing and staff to pull critical components for responses to RFPs and presentation materials. Pull materials and provide metrics that support our new business pursuits. Serve as ‘traffic cop’ in driving the process.  Maintain marketing materials to keep them fresh with updated metrics. Use CoStar, manage CRM and master other key databases.  Work with social media, internet and other resources to develop creative, engaging and effective communication and branded messaging (internal and external).

Support Corporate and Regional Initiatives:  Collaborate with the field to maintain the highest level of detailed information (operating expenses, sustainability initiatives, energy star…) either in response to an initiative, or just to better maintain our metrics. Assist in meeting corporate deadlines. Ultimately, we want to identify ‘needle movers’ within our regional operations that help to distinguish the value of our best practices and key accomplishments.  Maintain and support key initiative champions (to support core compliance initiatives, training services, meeting initiatives, buddy program…) to ensure that we continue to address issues and report on successes.

Client Satisfaction:  Provide superior interface and resources to clients, staff and other JLL colleagues.  Maneuver thru internal and external resources to creatively solve problems. Strategize on value added services to our clients and teams (regional ‘concierge’ services, branded JLL events/products…) that will support our overall initiatives and team.  Track annual tenant and client satisfaction scores.

Employee Retention Program: Manage regional initiatives for supporting and recognizing employee accomplishments (regional awards program, national recognitions, VIP awards recognition, staff events…) as well as helping the managers effectively maneuver thru the mid-year and year-end review process, and introduce approved annual goals and objectives.  Lead planning of regional property management gatherings.

SKILLS AND QUALIFICATIONS:

  • Bachelor’s degree or equivalent work experience.
  • 3-5 years operations and project management experience supporting managerial and executive level staff.
  • Ability to manage multiple concurrent small to large projects spanning multiple functional areas.  Must be energetic and open to new ideas and direction changes.
  • Requires strong oral and written communication skills.  Candidate will need to be able to perform internet and intranet searches.
  • Exceptional organizational skills.  Attention to detail and multi-tasking abilities
  • Outstanding PC skills (Excel, Word, Power Point, Outlook and ability to learn job-specific databases).
  • Ability to define and take action in ambiguous situations with minimal direction.
  • Ability to address issues in manager’s absence.  The candidate will be perceived as a go-to person within the property management team with the necessary autonomy to make decisions.  Ability to be innovative, set priorities and make independent decisions.

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