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Property Administrator
Sacramento, CA
Job Description
JLL is currently seeking a dynamic individual for the role of Property Associate in Sacramento, CA. This candidate with be responsible for providing accounting support as well as maintaining positive relations between tenants, client/property owner, and Jones Lang LaSalle.
WHAT YOU'LL BE DOING
Participate in processing of A/P (accounts payable), reviewing and coding invoices for payment
Participate in A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed
Track administrative spend to not exceed budget and look for cost reduction opportunities
Coordinate document management related to lease execution, distribution, and filing
Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed
Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed
General office organization
Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages
Prepare and distribute general correspondence and memos.
Organize, compile and prepare reports for distribution
Create and/or maintain physical and virtual filing systems in an accurate and organized manner
Maintain and update employee, client, and customer contact databases
Coordinate conference room reservations
Organize department lunches, meetings, events and business travel
Receive building access requests and coordinate access for visitors and vendors
Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards
Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations
Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
Participate in new tenant welcome and orientation program.Assist with move-in/move-out procedures
Track and coordinate access card activation/deactivation as needed
Assist property team in the development and implementation of property and employee manuals
Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure
As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel
Gather W-9's from vendors, and aid in new vendor set-ups as needed
Assist team members with property budget preparation and recurring reporting, as requested
Assist engineers with recording and billing, as appropriate, monthly utility meter readings
Assist with vendor contract creation, execution and tracking as requested
General and ad hoc administrative support of the property as needed
Any and all other duties and tasks assigned
WHAT WE'RE LOOKING FOR
High school diploma required
BA/BS preferred
Minimum 1 year in commercial real estate, property team experience, or office management experience
Proficient knowledge of Microsoft Office Suite. Comfortable learning new programs and technology
Advanced oral and written communication skills
Strong attention to detail and organizational skills
Self-starter, able to manage multiple projects simultaneously and under pressure
Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages
Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty
Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week
WHAT'S IN IT FOR YOU
Join an industry leader and shape the future of commercial real estate
Deep investment in cutting-edge technology to power your work
Comprehensive and competitive benefits plan
A supportive, caring and diverse work environment designed for your growth and well-being
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.
WHAT YOU'LL BE DOING
Participate in processing of A/P (accounts payable), reviewing and coding invoices for payment
Participate in A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed
Track administrative spend to not exceed budget and look for cost reduction opportunities
Coordinate document management related to lease execution, distribution, and filing
Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed
Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed
General office organization
Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages
Prepare and distribute general correspondence and memos.
Organize, compile and prepare reports for distribution
Create and/or maintain physical and virtual filing systems in an accurate and organized manner
Maintain and update employee, client, and customer contact databases
Coordinate conference room reservations
Organize department lunches, meetings, events and business travel
Receive building access requests and coordinate access for visitors and vendors
Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards
Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations
Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
Participate in new tenant welcome and orientation program.Assist with move-in/move-out procedures
Track and coordinate access card activation/deactivation as needed
Assist property team in the development and implementation of property and employee manuals
Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure
As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel
Gather W-9's from vendors, and aid in new vendor set-ups as needed
Assist team members with property budget preparation and recurring reporting, as requested
Assist engineers with recording and billing, as appropriate, monthly utility meter readings
Assist with vendor contract creation, execution and tracking as requested
General and ad hoc administrative support of the property as needed
Any and all other duties and tasks assigned
WHAT WE'RE LOOKING FOR
High school diploma required
BA/BS preferred
Minimum 1 year in commercial real estate, property team experience, or office management experience
Proficient knowledge of Microsoft Office Suite. Comfortable learning new programs and technology
Advanced oral and written communication skills
Strong attention to detail and organizational skills
Self-starter, able to manage multiple projects simultaneously and under pressure
Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages
Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty
Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week
WHAT'S IN IT FOR YOU
Join an industry leader and shape the future of commercial real estate
Deep investment in cutting-edge technology to power your work
Comprehensive and competitive benefits plan
A supportive, caring and diverse work environment designed for your growth and well-being
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.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Experience
1+ years
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