Property Associate

SUMMARY

The Property Associate (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.

ESSENTIAL FUNCTIONS

• 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.
• 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.
• Creating and maintaining accurate and organized physical and virtual filing systems.
• Updating employee, client, and customer contact databases.
• Coordinating conference room reservations.
• 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.
• Gathering W-9 forms from vendors and assisting in new vendor setups as needed.
• 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.

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