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Retail Property Administrative Assistant

3 months ago

Chicago, Illinois, United States Jones Lang LaSalle Incorporated Full time

**About JLL**

Were JLLa leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. Thats why were committed to our purpose to shape the future of real estate for a better world. Were using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and were honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where were headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

If this job description resonates with you, we encourage you to apply even if you dont meet all of the requirements below. Were interested in getting to know you and what you bring to the table

JLL has a great opportunity to work with our Retail Property team at the Chicago Ridge Mall.

****This is a Part Time position - 5 days/week - 5 hrs/day****

This position will ensure organizational excellence at a property by providing administrative support to the General Manger and Property Teams. Maintain positive relations between building tenants and owners and JLL.

**ADMINISTRATIVE**

Maintain regular contact with maintenance, housekeeping and security staff to ensure all elements of the property are clean and all needs are addressed

Assist in Management Audits

Maintain and update employee, client and customer contract data bases

Organize, compile and prepare reports for distribution

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, contractors, and outside vendors

Establish the new tenant welcome and orientation program

Provide daily reporting to garbage vendor

Develop, revise, coordinate implementation of property manual within portfolio

Answer phones and questions from walk-in guests, vendors, and tenants.

Provide on-site marketing and social media support

**FINANCIAL**

Process A/P {accounts payable}

Process A/R {accounts receivable}

Obtain completed W-9s from all vendors

Assist team with budget preparation

Track budget line items related to administrative accounts

Prepare manual adjustments forms for all misc tenant service requests & A/R charges

Assist with new vendor set up

Assist management with monthly reporting

Responsible for invoicing tenants for any damage which they are directly responsible for

**CLIENT SERVICES**

Responsible for maintaining the day-to-day relationships with tenant contacts

Prepare tenant memos and all communications as directed be manager

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

Maintain daily tenant, employee and contractors contact

Ensure all tenant needs are worked through effectively

Assist the team with updating and implementing new property on-boarding

**OPERATIONS**

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

Coordinate access for vendors

Distribute documents to Lease Administration

Scheduling use of materials to be moved into or out of property

Manage tenant communications including tenant move-in orientation and tenant move-out process

Construction Projects/Contractor Relations

Draft contracts as requested by managers within 24-48 hours of the request

Any and all other duties and tasks assigned

**REQUIREMENTS**

HS diploma required and BS/BA preferred

Commercial real estate experience, knowledge of retail malls, knowledge to easily navigate and learn site specific web based software, and knowledge of commercial insurance

**What you can expect from us**

We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.

Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.

We cant wait to see where your ambitions take you at JLL. Apply today

***JLL Privacy Notice***

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLLs recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our .

For additional details please see our career site pages for each country.

For employees in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy .

This position may require you to be fully vaccinated against COVID-19. If required, youll be asked to provide proof that youre fully vaccinated upon your start date. Youre considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.

Jones Lang LaSalle (JLL) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process including the online application and/or overall selection process you may email us at . This email is only to request an accommodation. Please direct any other general recruiting inquiries to our page > I want to work for JLL.

Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.

Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.

Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.

**California Residents only**

If you are a California resident as defined in the California Consumer Privacy Act (CCPA) please view our which describes your rights and disclosures about your