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Property Administrator in Boston, MA at JLL

Date Posted: 3/11/2019

Job Snapshot

Job Description

At JLL we are always looking for great talent in Boston, MA.  The description listed below is for a position we will recruit for in the near future, and is not a current need.  If you are a fit for this position, we will contact you as soon as we begin actively recruiting for it.


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Job Summary

Ensure organizational excellence at a property by providing administrative support to the General Manager and Property Teams.  Maintain positive relations between building tenants and owners and JLL. 

Area of Responsibility

Key Elements and Essential Tasks

Administrative

  • 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
  • Assist in Management Audits
  • Maintain and update employee, client and customer contract data bases
  • Organize, compile and prepare reports for distribution
  • Maintain an organized conference room reservations system
  • 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

Financial

  • Process A/P {accounts payable}
  • Process A/R {accounts receivable}
  • Obtain completed W-9’s from all vendors
  • Initiate a cost reduction program
  • Assure technological advancement of support systems – maintaining budget guidelines
  • Assist team with budget preparation
  • Track budget line items related to administrative accounts
  • Prepare manual adjustments forms for all misc tenant services requests
  • Ensure Engineers take monthly readings from electric meters for tenants
  • Assist with new vendor set up
  • 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

Client Services

  • Responsible for maintaining the day-to-day relationships with tenant contacts
  • Prepare tenant memos and all communications as directed be manager
  • Open management office for business daily at 8:30am
  • Liaison between tenants and all building staff/team members
  • Responsible for SharePoint management and document loading
  • Follow up on all tenant requests to ensure completed to satisfaction
  • Coordinate tenant meetings and schedule lunch for tenants and managers
  • 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
  • Ensure all tenant needs – special needs are worked through effectively
  • Assist the team with updating and implementing new property on-boarding

Operations

  • Review tenant services requests daily and note completion
  • Ensure 100% completion rate of satisfaction surveys
  • Ensure all tenant contact information is accurate and completed in all building systems
  • 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
  • Coordinate access for vendors
  • Distribute documents to Lease Administration
  • Scheduling use of materials to be moved into or out of property
  • Construction Projects/Contractor Relations
  • Update all assigned sections of the property’s 4-Sight website
  • Work with Manager and engineering staff to plan an annual safety warden meeting
  • 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

Miscellaneous

Any and all other duties and tasks assigned

Education/training

  • HS diploma required
  • BS/BA preferred

Years of relevant experience

  • Less than 1 year experience/entry level

Skills and knowledge

  • Advanced oral and written communications
  • Strong organizational skills
  • Strong ability to self-start and multi-task
  • Provide constructive and value add solutions to issues
  • Ability to work effectively individually or as part of a team
  • Ability to type minimum 65 wpm with 90% accuracy
  • Proficient in Microsoft Office/Suite
  • Capable of developing proficiency in Yardi and other PM standard software
  • Strong attention to detail
  • Ability to adapt to consistent change
  • Commercial real estate experience

Other abilities

  • Ability to work flexible hours, on occasion which may exceed 8 hours per day, 5 days per week, 40 hours per week

Physical work requirements and work conditions

  • Regularly sitting for long periods of time – desk work
  • Frequently required to stand, sit, walk, reach with hands, arms, stoop, kneel, crawl or crouch
  • Ability to ready video display terminal
  • Lift minimum of 35 pounds
  • Use of stairwells  during emergencies
  • Use of keyboards for typing and data entry
  • Hearing, speaking, and answering the office telephone system

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