Property Administrator
At a glance
Location: US-FL-West Palm Beach Map
Posted: 02/17/2017
Closing: 03/16/2017
Degree: High School
Type: Full-Time
Experience: Not Specified
Job description

Ensure organizational excellence at a property by providing administrative support to the General Manager and Property Teams. Maintain positive relations between building tenants and owners and JLL.


  • Provides direct administrative support to Management and Chief Engineer
  • Maintain regular contact with maintenance staff to ensure all elements of the property are clean and all needs are attended
  • Assist in Management Audits
  • Maintain and update employee, client and customer contract data bases
  • Organize, compile and prepare reports for distribution
  • Maintain an organized conference room reservations system
  • Organize department lunches, meetings, events and business travel
  • Set the standard for compliance with JLL policies, procedures established for the property specifically as well as the firm
  • Enforce compliance with insurance requirements among tenants
  • Establish the new tenant welcome and orientation program
  • Develop, revise, and coordinate implementation of property manual within portfolio


  • Process A/P {accounts payable}
  • Process A/R {accounts receivable}
  • Obtain completed W-9's from all vendors
  • Initiate a cost reduction program
  • Assure technological advancement of support systems - maintaining budget guidelines
  • Assist team with budget preparation
  • Track budget line items related to administrative accounts
  • Prepare manual adjustments forms for all misc tenant services requests
  • Ensure Engineers take monthly readings from electric meters for tenants
  • Assist with new vendor set up
  • Assist management with monthly reporting
  • Responsible for monthly MES bill-back to clients
  • Responsible for invoicing tenants for any damage which they are directly responsible for


  • Responsible for maintaining the day-to-day relationships with tenant contacts
  • Prepare tenant memos and all communications as directed be manager
  • Open management office for business daily at 8:30am
  • Liaison between tenants and all building staff/team members
  • Responsible for SharePoint management and document loading
  • Follow up on all tenant requests to ensure completed to satisfaction
  • Coordinate tenant meetings and schedule lunch for tenants and managers
  • Coordinate all arrangements and notifications, acquire proper authorizations, and collect COI {certificates of insurance} as necessary
  • Prepare monthly tenant newsletter, daily security and janitorial reporting
  • Maintain daily tenant, employee and contractor's contact
  • Ensure all tenant needs - special needs are worked through effectively
  • Assist the team with updating and implementing new property on-boarding


  • Review tenant services requests daily and note completion
  • Ensure 100% completion rate of satisfaction surveys
  • Ensure all tenant contact information is accurate and completed in all building systems
  • Ensure that Best Practices and Core Charters are implemented at the property
  • Provide copies of utility invoices or information to either Servidyne or Energy Star monthly
  • Coordinate access for vendors
  • Distribute documents to Lease Administration
  • Scheduling use of materials to be moved into or out of property
  • Construction Projects/Contractor Relations
  • Update all assigned sections of the property's 4-Sight website
  • Work with Manager and engineering staff to plan an annual safety warden meeting
  • Draft contracts as requested by managers within 24-48 hours of the request
  • Enter work orders into 360 for maintenance requests
  • Prepare and lead Quarterly table top discussions with Team Members
  • Collect HVAC PM Service contracts from Tenant's in accordance with the Lease Agreement on an annual basis


  • High School diploma
  • BS/BA, preferred
  • Less than 1 year experience/entry level


  • Advanced oral and written communications
  • Strong organizational skills
  • Strong ability to self-start and multi-task
  • Provide constructive and value add solutions to issues
  • Ability to work effectively individually or as part of a team
  • Ability to type minimum 65 wpm with 90% accuracy
  • Proficient in Microsoft Office/Suite
  • Capable of developing proficiency in Yardi and other PM standard software
  • Strong attention to detail
  • Ability to adapt to consistent change
  • Commercial real estate experience
  • Ability to work flexible hours, on occasion which may exceed 8 hours per day, 5 days per week, 40 hours per week


  • Regularly sitting for long periods of time - desk work
  • Frequently required to stand, sit, walk, reach with hands, arms, stoop, kneel, crawl or crouch
  • Ability to ready video display terminal
  • Lift minimum of 35 pounds
  • Use of stairwells during emergencies
  • Use of keyboards for typing and data entry
  • Hearing, speaking, and answering the office telephone system
Job requirements
About JLL JLL (NYSE: JLL) is a professional services and investment management firm offering specialized real estate services to clients seeking increased value by owning, occupying and investing in real estate. JLL is a Fortune 500 company with, as of December 31, 2015, revenue of $6.0 billion and fee revenue of $5.2 billion, more than 280 corporate offices, operations in over 80 countries and a global workforce of more than 70,000. On behalf of its clients, the company provides management and real estate outsourcing services for a property portfolio of 4.0 billion square feet, or 372 million square meters, and completed $138 billion in sales, acquisitions and finance transactions in 2015. As of September 30, 2016, its investment management business, LaSalle Investment Management, has $59.7 billion of real estate assets under management. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit JLL is focused on winning in the marketplace and being the industry leader, executing better than anyone else and innovating to create great products and services. We operate in an atmosphere of excellence, integrity, respect and trust. We bring a sense of teamwork, inclusion and diversity in everything we pursue. Our clients see the results as we address their needs, solve their problems and bring new ideas. As a distinguished market leader, we offer challenging career opportunities in an exciting environment. Our future success as a firm depends on our ability to attract, develop and retain the very best people in the business. Our values define who we are, underscore our commitment to clients and provide direction for everything we do. Our unique culture has been recognized by industry experts and our peers. We are: * A "best company to work for' in multiple locations around the globe, including Chicago, San Francisco, London, Ireland, Shanghai and Hong Kong * World's Most Ethical Companies from Ethisphere Institute for seven consecutive years * America's 100 Most Trustworthy Companies from Forbes Magazine * #1 Top Corporate Real Estate Firm 2013 from Watkins Research Group, Inc. for six consecutive years This partial list of awards demonstrates our record of achievement and our commitment to fostering an award-winning culture. For further information, visit Information Security Statement Employees are expected, at all times, to perform their responsibilities in accordance with the JLL Code of Business Ethics and the firm's corporate policies. Employees granted access to the firm's information technology are expected to follow the firm's guidance designed to promote best practices for information security, data privacy and the appropriate use of technology systems.

JLL is committed to developing and maintaining a diverse workforce, and strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship. Please visit for additional information on JLL's commitment to equal opportunity.
Property Administrator