Property Administrator

JLL
United States, Pennsylvania, Blue Bell
Jan 08, 2025
PROPERTY ADMINISTRATOR Job Description ADMINISTRATIVE Support - provides direct administrative support to General Manager Certificate of Insurance Tracking - provide leadership and secondary support to ensure COI's are being maintained and updated 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 Audit requirements. General Filing - PA is 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. Most current documentation should be kept on top. All files at the property should comply with JLL Management Audit requirements. Overnight Mail - Prepares express mail packages and monitors supply levels and replenishes as necessary. Office Supplies - Provide secondary support to ensure all supplies are monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers. Management Audit - Provide support to ensure compliance level of the Compliance Excellence Program is maintained and prepares all files and records in preparation for the audit quarterly and the annual on-site audit. Operations Audit - Assist engineering staff in preparation of annual Operations Audit. Budget Preparation - Assists team members with budget preparation for the properties; as requested by Manager. Property Website - maintain, update and post campus communications through our portal. Write monthly newsletters and other various posts for the portal. ACCOUNTING Accounts Payables - Property Administrator is responsible for ensuring all invoices for the property are coded, given 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 and the schedule is determined by Client Accounting for each property. W-9's - Obtains completed W-9 forms from all vendors. Accounts Receivable - Print Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters for charges over 30 days old. This can be done via a hard letter or an email to the tenant. 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. Prepare and process monthly rent statements for both properties. Prepare Manual Tenant Adjustment Forms for all miscellaneous Tenant Service Request (i.e. requested HVAC over time, labor to hang white boards, keys, etc.). 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. OPERATIONS Tenant Service Request - PA is responsible for daily review of TSR's noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with engineering staff to ensure discrepancies and address in next staff meeting. Contracts- draft contracts as requested by managers within 24-48 hours of the request for review by the manager. Distribute contracts and follow-up with vendor for return of contract in a timely manner. Put together mandated contract package documents for review and signature by GM. Forward contracts to Group Manager for execution. Maintain contract tracker to keep staff advised of status of contracts Assist in Energy tracking as needed. Provide office coverage as requested to include during inclement weather. TENANT RELATIONS Customer Service - Provide superior customer service to all tenants, clients, contractors and vendors at all times Tenant Events - PA is responsible for assisting GM in planning and coordination of all schedule tenant events at the property. Tenant Meetings - Set up lunch for Tenant and GM to discuss pertinent building issues (should be at least 1 per quarter). Tenant Handbook - review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants. Safety Warden Meetings - Work with Manager and Engineering staff to plan an annual safety warden meeting. PA to assist in updating emergency procedures and all required documentation for the meeting. Contact Lists -maintain and update no less than monthly tenant, employee and contractor's contacts lists to include emergency contact numbers. This should also be updated no less than monthly in the properties 4-sight program. This includes updates of physically challenged individuals in the building both permanent and temporary (ie broken leg, in a wheel chair, etc.) QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required: Ability to read and comprehend simple instructions, short correspondence and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization. Strong financial background with the ability to understand and review general financial statements. Ability to compute rate, ratio and percent and to draw and interpret bar graphs. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written and oral form. Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions. EDUCATION/EXPERIENCE Bachelor degree a plus but not required. Two to four years related experience and/or training; strong financial skills, a plus.