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Property Associate
 JLL | |
parental leave, paid time off, 401(k)
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 United States, Illinois, Chicago | |
| 200 East Randolph Street (Show on map) | |
 Nov 15, 2024 | |
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WHAT YOU'LL BE DOING
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. You are the first face/interaction of the property. Brilliant client interaction skills are a must! Maintaining general office organization, cleanliness, preparedness for meetings and important gatherings 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. Maintain/ manage office supplies, breakroom, shared areas- included but not limited to restocking, managing inventory, daily upkeep, cleanliness, etc Work as a liaison to support The Fields Studios operations within the structure of property management Follow up with vendors on quotes, bids, insurance paperwork to ensure timely responses Maintain vendor contact list with up to date information, after hours contacts, etc. Work to schedule maintenance/ repair/ project work that works for The Fields Studios and Property Management Learn, maintain and help manage all digital systems including but not limited to: parking access, parking validations, Procom/ access management systems, camera & security systems, Prism & work orders Investigate new working systems/ technology that can better serve the campus and The Fields Studios (included but not limited to: work orders, visitor management, etc.) WHAT YOU BRING TO THE TABLE 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. Studio/Production experience preferred. Interest in growing knowledge and skills around media industry is highly encouraged. Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology. Investigative attitude to explore 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. WHAT'S IN IT FOR YOU Join an industry leader and shape the future of commercial real estate. Deep investment in cutting-edge technology to power your work. Extremely unique building campus unmatched in the city 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. Location: On-site -Chicago, IL 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! Personalized benefits that support personal well-being and growth: JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include: 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 | |