Administration & Operations
Job Description
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
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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