Property Associate
 JLL | |
 United States, Colorado, Westminster | |
 Nov 25, 2024 | |
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Property Associate
Job Description ESSENTIAL FUNCTIONS Certificate of Insurance Tracking - COI's must be maintained and updated on a regular basis for both Tenants and Contractors. General Filing - PA is responsible for ensuring all document/paper work for the property is filed no less than weekly. Postage Meter - Monitors status of postage meter and refills when appropriate. Orders supplies for meter and gets required annual inspections. Repair Service - Contacts repair services for all office equipment when necessary or requested by team member. Overnight Mail - Prepares express mail packages and monitors supply levels and replenishes as necessary. Office Supplies - All supplies should be monitored and ordered as needed, including letterhead, envelopes, monthly reports supplies, computers, phones, or any other items requested by managers. Management Audit - Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually. Operations Audit - Assist engineering staff in preparation of annual Operations Audit. Budget Preparation - Assists team members with budget preparation for the property as requested by Manager. ACCOUNTING Accounts Payables - Property Administrator is responsible for ensuring all invoices for the property are coded, given to GM for approval and paid. This position will be 50% Accounts payable, 50% administrative functions. 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. Manual Adjustment Forms - PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request (e.g., requested HVAC over time, labor to hang white boards, keys). Electric Consumption Tracking - Responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units. 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. Access Cards - PA responsible for ensuring all tenant access cards are activated and deactivated as requested. Special Dumpster Request - If a tenant needs to fill the dumpster, PA responsible for scheduling special pickups for the tenant and is responsible for billing the tenant for the pickup. 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 APM, PM, or GM in planning and coordination of all schedule tenant events at the property. Tenant Meetings - Plan agenda for meetings and have approved by Manager (at least 1 per quarter). Tenant Handbook - Review, update, revise, and distribute to tenants. Tenant Notification - Prepare tenant memos and correspondence as directed by Managers regarding building holidays, upcoming events, etc. Safety Warden Meetings - Work with Manager and Engineering staff to plan an annual safety warden meeting. Tenant Move-In's/Move-Out's - coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. Contact Lists - Maintain daily and update no less than monthly tenant, employee and contractor's contacts lists to include emergency contact numbers. EDUCATION AND EXPERIENCE Bachelor's Degree or commensurate experience Minimum 1 - 3 years in a workplace setting Commercial Real Estate Experience a Plus KNOWLEDGE, SKILLS, AND ABILITIES Planning and Organizing - Establish course of action to accomplish goals and evaluates results, develops schedules and task/people assignments, can orchestrate multiple activities at once to accomplish goals, meet deadlines and use resources effectively and efficiently. Customer Focus - Dedicated to meeting the expectations and requirements of the external and internal customer, acts with customer in mind, establishes and maintains effective relationships with customers, and gains their trust and respect. Dealing with Ambiguity - Can effectively cope with change, can shift gears comfortably, can decide and act without having the total picture, can comfortably handle risk and uncertainty. Interpersonal Savvy - Relates well to professionals both inside and outside the organization uses diplomacy and tact. Learning on the Fly - Learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks. Self-Starter - Able to start and complete projects independently. Time Management - Use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others. Written/Oral communications - Ability to speak and write clearly and concisely, get messages across that have the desired effect. Attention to Detail - Thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely. Microsoft Office proficiency | |