Property Assistant

JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you've got deep experience in commercial real estate, skilled trades or technology, or you're looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

We are currently seeking a Property Associate to join our Property Management team. Our team's priorities are:

• Providing an experiential approach which guides a differentiated property management experience, resulting in better care and better business
• Support the exponential growth of our business by providing people integration and synergy
• Develop our people for bigger and better roles
• Supporting ambitions beyond the workplace
• Applying new technology and data to drive change

What this job involves:

ADMINISTRATIVE:

• Answers phones promptly and professionally, determines the nature of the business, and direct callers to destination.
• Provides direct administrative support to Managers.
• Maintains and updates COI's on a regular basis for both Tenants and Contractors. Each property will have their own COI tracking system, either manual or electronic and must comply with JLL Management Compliance requirements.
• Responsible for ensuring all document/paper work for the property is filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables.
• Checks email regularly throughout the day to ensure prompt attention to immediate issues.
• Collect, open and distribute mail on a daily basis.
• Prepares express mail packages and monitors supply levels and replenishes as necessary.
• Monitors and orders office supplies as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers.
• Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
• Prepare vendor contracts as directed by Managers.

ACCOUNTING:

• Ensures all invoices for the property are entered into accounting system, coded, and directed to GM for approval and paid. When checks are returned, PA must verify check information matches invoice, return invoice stub and attached to check and mail out accordingly. Payables should be entered on the same day each week as scheduled by Client Accounting for each property
• Obtains completed W-9 forms from all vendors.
• Prints Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters to tenants pursuant to individual client requirements. Copies of emails should be kept in the tenant's lease file. Track delinquencies not received in 10 days and report the information to the manager in order to discuss next steps.
• Prepares manual adjustment forms for all miscellaneous Tenant Service Request. These should be processed each month and signed by the GM and faxed or scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.
• PA enters monthly readings from utility meters for tenants that have supplemental units on tracking spreadsheet, calculates what is owed.

TENANT RELATIONS:

• Provides superior customer service to all tenants, clients, contractors and vendors at all times.
• Reviews, updates and revises the tenant handbook as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
• Prepares tenant memos and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.
• Coordinates all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary for Tenant Move-In's/Move-Out's. PA should ensure all items on the Tenant Move-In Checklist are completed for each new tenant. This is then filed in the tenant's lease file.
• Maintain and update no less than monthly tenant, employee and contractor's contacts lists and email distribution lists to include emergency contact numbers.

Sound like the job you're looking for? Before you apply it's also worth knowing what we're looking for:

Education and Experience

• A Bachelor's degree from an accredited institution preferred. A degree in Finance or Accounting is preferred.
• Minimum of three (3) years of commercial real estate or property management experience is preferred.
• Experience preparing budgets, CAM reconciliations, and other types of related financial reports is preferred.
• Experience using a property management accounting platform, such as Yardi, Kardin or MRI is preferred.
• Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers and the public.

A relationship builder

Both verbal and written communication skills are vital, and, of course you'll be good at establishing relationships with all levels of the organization & external clients.

Tech minded

The real estate industry is consistently changing with technology. You'll need to make technology work to your advantage. You must demonstrate proficiency in the use and application of technology tools and continually seek opportunities to develop your skillset.

An achiever

You'll have a proven track record of results as we'll expect you to act decisively, think big, and manage your time to meet deadlines in a fast-paced, high-volume environment. Most importantly, you'll want to contribute to a diverse, supportive, and talented team.

Estimated total compensation for this position:

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

Location:

If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. 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. Some of these benefits may include:

• 401(k) plan with matching company contributions

• Comprehensive Medical, Dental & Vision Care

• Paid parental leave at 100% of salary

• Paid Time Off and Company Holidays

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity and Affirmative Action policy here.

Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

California Residents only

If you are a California resident as defined in the California Consumer Privacy Act (CCPA) please view ourSupplemental Privacy Statement which describes your rights and disclosures about your personal information.If you are viewing this on a mobile device you may want to view the CCPA version on a larger device.

Pursuant to the Los Angeles Fair Chance Initiative for Hiring Ordinance, JLL will consider for employment all qualified Applicants, including those with Criminal Histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.

Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.

Accepting applications on an ongoing basis until candidate identified.