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Property Associate
Austin, TX
Job Description
JLL is currently seeking a dynamic individual for the role of Property Associate whose primary responsibility is to maintain positive relations between building tenants and owners and Jones Lang LaSalle property management team and assist property management team in the operations of a property.The specific areas of responsibility for a Property Associate include administrative duties, accounting, operations, and tenant relations.
This position requires the Property Associate to be on-site. Local market requirements may vary slightly.
WHAT YOU'LL BE DOING/WHAT WE NEED FROM YOU/WHAT YOU'LL DO
ADMINISTRATIVE
Effectively deals with tenant concerns by exhibiting a professional, mature, courteous, gracious, and efficient manner.
Provide direct administrative support to Managers.
Track and update Certificates of Insurance on regular basis for both Tenants and Contractors. All lease files and contract files must also be up to date with COIs.
Responsible for ensuring all document/paperwork for the property is electronically filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables. All files at the property should comply with JLL Management Audit requirements.
Ensure compliance level of management audit (Compliance Excellence Program) is maintained and prepares all files and records in preparation for the audit annually.
Assist managers in preparation of annual Operations Audit.
Assists team members with budget preparation for the property as requested by Manager.
ACCOUNTING
AP
Property Administrator is responsible for ensuring all invoices for the property are researched for accuracy, properly coded, given to AGM/GM for approval, and entered into Accounting Systems to be paid. When checks are returned, PA must verify check information matches invoice and return invoice stub is attached to check.
Payables should be entered on a weekly basis per client's due date.
All payables processed must meet the JLL Audit requirements by having sufficient back-up for invoices (i.e., p.o., packing slips, work orders, and match contract rates).
Property Associate to ensure all payables are free of late fees.
Obtains completed W-9 forms from all vendors requiring setup in account system.
Set up all vendors in Delphi according to client specifications.
AR
Print and review Aged Delinquency report on the 5th of each month.
PA is responsible for following up with all outstanding AR, sending delinquency emails for delinquent accounts by the 5th of each month (and as rents are received for delinquencies). Copies of emails should be kept in the Tenant's electronic lease file.
PA is responsible for verifying work order billing and administrative fees are billed accordingly.
PA is responsible for reviewing and sending out monthly rent statements by the 20th of each month.
Responsible for preparing manual adjustment forms for all miscellaneous Tenant Service Request. These should be processed each month, signed by the AGM/GM and scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.
OPERATIONS
Monitor work order requests and work with vendors to complete tasks. Follow up with tenant to ensure situation has been taken care of properly.
Close out completed work orders on a weekly basis and assist engineers with updating work orders.
PA to assist with updating Prism regularly with client, vendor, COI, scheduling preventive maintenance and property inspections.
TENANT RELATIONS
Provide superior customer service to all tenants, clients, contractors, and vendors at all times.
Responsible for planning and coordination of all schedule tenant events at the property.
Responsible for maintaining the Building's Tenant Relations plan with guidance from AGM/GM.
Review, update, and revise tenant handbook as necessary. Coordinate distribution of updates or revisions to all tenants.
PA should ensure all items on the Tenant Move In/ Move Out Checklist are completed for each new tenant. This is then electronically filed in the tenant's lease file.
Maintain/update daily tenant contacts. Also, responsible for updating (no less than twice per year) employee and contractor's contacts lists to include emergency contact numbers.
WHAT YOU BRING/ WHAT YOU WILL BRING TO THE TABLE/WHAT WE'RE LOOKING FOR
Required Skills:
Office Administration
Tenant Relationships
Accounting
Preferred Skills:
Real Estate Management
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.
This position requires the Property Associate to be on-site. Local market requirements may vary slightly.
WHAT YOU'LL BE DOING/WHAT WE NEED FROM YOU/WHAT YOU'LL DO
ADMINISTRATIVE
Effectively deals with tenant concerns by exhibiting a professional, mature, courteous, gracious, and efficient manner.
Provide direct administrative support to Managers.
Track and update Certificates of Insurance on regular basis for both Tenants and Contractors. All lease files and contract files must also be up to date with COIs.
Responsible for ensuring all document/paperwork for the property is electronically filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables. All files at the property should comply with JLL Management Audit requirements.
Ensure compliance level of management audit (Compliance Excellence Program) is maintained and prepares all files and records in preparation for the audit annually.
Assist managers in preparation of annual Operations Audit.
Assists team members with budget preparation for the property as requested by Manager.
ACCOUNTING
AP
Property Administrator is responsible for ensuring all invoices for the property are researched for accuracy, properly coded, given to AGM/GM for approval, and entered into Accounting Systems to be paid. When checks are returned, PA must verify check information matches invoice and return invoice stub is attached to check.
Payables should be entered on a weekly basis per client's due date.
All payables processed must meet the JLL Audit requirements by having sufficient back-up for invoices (i.e., p.o., packing slips, work orders, and match contract rates).
Property Associate to ensure all payables are free of late fees.
Obtains completed W-9 forms from all vendors requiring setup in account system.
Set up all vendors in Delphi according to client specifications.
AR
Print and review Aged Delinquency report on the 5th of each month.
PA is responsible for following up with all outstanding AR, sending delinquency emails for delinquent accounts by the 5th of each month (and as rents are received for delinquencies). Copies of emails should be kept in the Tenant's electronic lease file.
PA is responsible for verifying work order billing and administrative fees are billed accordingly.
PA is responsible for reviewing and sending out monthly rent statements by the 20th of each month.
Responsible for preparing manual adjustment forms for all miscellaneous Tenant Service Request. These should be processed each month, signed by the AGM/GM and scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.
OPERATIONS
Monitor work order requests and work with vendors to complete tasks. Follow up with tenant to ensure situation has been taken care of properly.
Close out completed work orders on a weekly basis and assist engineers with updating work orders.
PA to assist with updating Prism regularly with client, vendor, COI, scheduling preventive maintenance and property inspections.
TENANT RELATIONS
Provide superior customer service to all tenants, clients, contractors, and vendors at all times.
Responsible for planning and coordination of all schedule tenant events at the property.
Responsible for maintaining the Building's Tenant Relations plan with guidance from AGM/GM.
Review, update, and revise tenant handbook as necessary. Coordinate distribution of updates or revisions to all tenants.
PA should ensure all items on the Tenant Move In/ Move Out Checklist are completed for each new tenant. This is then electronically filed in the tenant's lease file.
Maintain/update daily tenant contacts. Also, responsible for updating (no less than twice per year) employee and contractor's contacts lists to include emergency contact numbers.
WHAT YOU BRING/ WHAT YOU WILL BRING TO THE TABLE/WHAT WE'RE LOOKING FOR
Required Skills:
Office Administration
Tenant Relationships
Accounting
Preferred Skills:
Real Estate Management
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
Open
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