Property Associate (commercial)

• →Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment.
• →Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary.
• →Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities.
• →Coordinating document management related to lease execution, distribution, and filing.
• →Tracking lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications.
• →Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel.
• →Maintaining general office organization.
• →Sorting, organizing, and distributing incoming mail, as well as preparing and sending outgoing mail and packages.
• →Preparing and distributing general correspondence and memos.
• →Organizing, compiling, and preparing reports for distribution.
• →Creating and maintaining accurate and organized physical and virtual filing systems.
• →Updating employee, client, and customer contact databases.
• →Coordinating conference room reservations.
• →Assist with organizing department lunches, meetings, events, and business travel.
• →Receiving building access requests and coordinating access for visitors and vendors.
• →Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards.
• →Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations.
• →Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
• →Participating in the new tenant welcome and orientation program and assisting with move-in/move-out procedures.
• →Assisting the property team in developing and implementing property and employee manuals.
• →Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas.
• →Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel.
• →Gathering W-9 forms from vendors and assisting in new vendor setups as needed.
• →Assisting team members with property budget preparation and recurring reporting.
• →Assisting with vendor contract creation, execution, and tracking as requested.
• →Providing general and ad hoc administrative support to the property as needed.
• →Performing any other duties and tasks assigned.

Requirements:

• High school diploma is required.
• Bachelor's degree (BA/BS) is preferred.
• Minimum of 1 year of experience in commercial real estate, property team, or office management.
• Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology.
• Advanced oral and written communication skills.
• Strong attention to detail and organizational skills.
• Self-starter with the ability to manage multiple projects under pressure.
• Ability to work autonomously or as part of a team, interacting effectively with coworkers and internal clients at all levels and in multiple disciplines.
• Ability to calculate figures and percentages.
• Capable of developing effective and constructive solutions to challenges and obstacles.
• Comfortable with change and uncertainty, able to shift gears and make decisions without having the complete picture.
• Ability to occasionally work flexible hours exceeding 8 hours per day, 5 days per week, or 40 hours per week.

Physical Work Requirements and Work Conditions:

In compliance with the Americans with Disabilities Act (ADA), the Sr Property Administrator's responsibilities require the following minimum physical requirements:

• Regular sitting for long periods of time.
• Frequent standing, walking, reaching with hands and arms, stooping, kneeling, crouching, or crawling.
• Reading video display terminals, order forms, and other written documents.
• Lifting a minimum of thirty-five (35) pounds.
• Using and accessing stairwells during emergencies.
• Using keyboards for typing and computer input.
• Hearing, speaking, and answering the office telephone system.

Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the role.

• 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. 
• A platform to make a meaningful impact on the community and the environment through our sustainability initiatives.
   

This job description sets out key elements and responsibilities of the role, but it is not intended to be exhaustive and does not constitute a contractual document. Duties may be updated to meet changing needs or
circumstances.
 

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!

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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.