Property Associate

2 weeks ago

Overland Park, United States *US AMR-Jones Lang LaSalle Americas, Inc. Full time

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.
  • 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.
  • Performing any other duties and tasks assigned.

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.
  • Proficient knowledge of Microsoft Office Suite and willingness to learn new programs and technology.
  • 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. 
  • 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.

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