Property Assistant Job at JLL (Boston)

Job Description

The Property Assistant (PA) ensures organizational excellence by fulfilling administrative functions on the property team responsible for one or multiple buildings. In this role, the PA will also provide accounting support, maintaining positive relations between tenants, client, and Jones Lang LaSalle, always providing superior customer service.

Job Responsibility

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
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
Tracking and coordinating access card activation and deactivation as needed
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
Supporting engineers with recording and billing monthly utility meter readings, as appropriate
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
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
Candidates must be authorized to work in the United States without sponsorship

What we offer

401(k) plan with matching company contributions
Comprehensive Medical, Dental & Vision Care
Paid parental leave at 100% of salary
Paid Time Off and Company Holidays
Early access to earned wages through Daily Pay

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