Property Administrator in Baltimore, MD at JLL

Date Posted: 7/11/2018

Job Snapshot

Job Description

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 360 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.


JLL Is an Equal Opportunity Employer

JLL is committed to developing and maintaining a diverse workforce.  JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law.  The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy at
https://jll2.sharepoint.com/CorporatePolicies/HR%20Policies/Equal%20Employment%20Opportunity%20and%20Affirmative%20Action.pdf.  

If you have questions about careers at JLL or are disabled and require further assistance in applying for a position, please contact us at careers@am.jll.com