Industrial Property Associate

• →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.

• Property Administrator is responsible for ensuring all invoices for the property are researched for accuracy, properly coded, given to 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.

• 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 GM and scanned and email to the appropriate AR processor by the deadline date designated by CAS for the property.

• 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.

• 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.
   

Office Administration, Tenant Relationships, Accounting

Real Estate Management

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

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!