JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

PROPERTY ASSOCIATE/ RECEPTION – FRONT DESK

Responsibilities:

Provide administrative support to the General Manager and Property Team to ensure efficient operational organization.

*This person will sit at the front desk of the main lobby of the building and take on Front Desk duties along with the Property Associate role.

Hours are M-F 8:30am-4:30 pm with some OT required at certain times of the year.

Front Desk Duties:

Greet/ host/ provide support for guests, visitors, and employees.Answer all in-coming calls.Manage all vendors check in at the front desk; ensure contracts in place and Certificate of Insurance on file and provide a copy of the rules & regs. Alert Engineering of all contractors on site.Monitor Property Security Cameras and responds to 6 main entrance doors that are locked but have an airphone attached. Receptionist must answer and persons must be vetted before giving entrance.Point of contact for all packages/deliveriesPick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.Maintain and update employee, tenants, and vendor contact databases.Respond and follow through to requests for information and communicate with all levels of management with minimal supervision.Electric Vehicle charging station – learn how to run, review, and analyze and prepare valuable reporting information for ownership. Provide access to all tenants for EV Charging station.Security oversight - monitoring cameras, sign in/ out of contractors on log sheet ensuring readability and documentation of logs kept on site.Create and manage Front desk handbook to incorporate details of day-to-day functions and specific information of tasks, lists of tenant occupants, contact information, passwords etc.Meetings – Coordinate Janitorial to set up and clean up refreshments, as appropriate for conference room meetings.

Administrative support to Manager:

Certificate of Insurance Tracking – COI’s must be maintained and updated on a regular basis for both Tenants and Contractors. Each property will have their own COI tracking system, either manual or electronic and must comply with JLL Management Compliance requirements.General Filing –Physical copies and JLL Portal filing is critical to have strong organizational ability to keep files up to date and filed appropriately.  PA is responsible for ensuring all document/paperwork for the property is filed no less than weekly. This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables. All files at the property should comply with JLL Management Audit requirements.E-mail – should be checked regularly throughout the course of the day to ensure prompt attention to immediate issues are directed/acted upon immediately. Must have exceptional organizational skills in managing email and timely follow up to completion.Tenant Portal/Work order system oversight and management. Become expert in system and work on revising and managing various facets and capability for reporting and building the system database.Alert manager & engineers immediately for any urgent tenant work orders especially related to HVAC, electric, plumbing issues, or other urgent matters.Bill out tenant work orders monthly.Organizes all conference room reservations.Organize, compile, and prepare monthly reports for distribution.Daily communications & Logging through the day on building, tenant, and contractor activities.Overnight Mail – Prepares express mail packages and monitors supply levels and replenishes as necessary.Office Supplies – All supplies should be monitored and ordered as needed, including pantry supplies; office supplies, computers, phones, or any other items requested by managers.Management/Operations Audit – Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually. Coordinate and assist in preparing docs for backup on CEP tracker & OCP.Budget Preparation – Assists team members with budget preparation for the property as requested by Manager.Organize department lunches, meetings, events, and business travel.Support other special requests or projects as requested.Complete required training courses.

Accounting:

Accounts Payables – Property Administrator is responsible for ensuring all invoices for the property are entered into accounting system, coded, and directed to GM for approval and paid. When checks are returned, PA must verify check information matches invoice, return invoice stub, and attached to check and mail out accordingly. Payables should be entered on the same day each week and the schedule is determined by Client Accounting for each property. All payables process must comply with JLL Management Audit.W-9’s – Obtains completed W-9 forms from all vendors.Accounts Receivable – Print Aged Delinquency report on the designate day each month. PA is responsible for sending delinquency letters to tenants pursuant to individual client requirements. Track delinquencies not received in 10 days and report the information to the manager in order to discuss next steps.Manual Adjustment Forms – PA will be required to prepare manual adjustment forms for all miscellaneous Tenant Service Request. These should be processed each month and signed by the GM and faxed or scanned and email to the appropriateAR processor by the deadline date designated by CAS for the property.Electric Consumption Tracking- responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units. PA enters data on tracking spreadsheet, calculates what is owed, bills the tenants, and adds charges to monthly Manual Adjustment Form.Assist in review, input and preparing Accruals.

Tenant Relations:

Customer Service – Provide superior customer service to all tenants, clients, contractors, and vendors at all times.Tenant Handbook – review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.Tenant Notification – Prepare tenant memo’s and correspondence as directed by Managers regarding JLL holidays, upcoming events, etc.Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. PA should ensure all items on the Tenant Move in Checklist are completed for each new tenant. Create, revise, and distribute move in /out docs and rules & regs.Contact Lists – maintain daily and update no less than monthly tenant, employee and contractor’s contacts lists and email distribution lists to include emergency contact numbers.

Operations and Customer Service Support:

Follow-up with tenants to ensure service requests are completed to their satisfaction.Update Building and Tenant Emergency Response Manuals.Coordinate Tenant meetings, trainings, and events.Assist with coordination of Tenant move ins and outs. Interact with Tenants to foster ongoing relationships. Manage vendor and Tenant certificates of insurance and contractor rules & regs. Coordinate access for vendors.Distribute documents to Lease Administration, such as certificates of insurance, commencement letters and other legal documents.Prepare electronic Monthly Tenant Newsletter, Daily Security and Janitorial Report.Monitor work orders in Building Link and ensure all requests are responded to timely. Assist teams with updates.Liaison between tenants and building engineers, security and janitorial.

General Office Support:

Housekeeping Duties (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance, etc.)Maintain all conference rooms for cleanliness / reserve conference rooms, including ordering and/or setup.Order, maintain and organize all kitchen and office supplies.Resolve problems associated with all building services including janitorial, mailroom, copier services, parking, badging, and conference rooms.Assists with the coordination and scheduling of office/building maintenance activities.Excellent customer service and relationship building skills.

Computer Skills:

High level knowledge of Microsoft Word, Excel, Power Point, Outlook, Mapping, and database software.High level of internet and other technical skills on various platforms.

Education/Experience:

Associate or bachelor’s degree.One to three years related experience and/or training; or equivalent combination.

Physical Work requirements/conditions: 

This is largely a sedentary role; however, some filing is required -This would require the ability to lift files, open filing cabinets and bend or stand as necessary.  This position as Property Administrator / Front Desk Reception is stationed at the front lobby of the building and requires various interaction with clients, tenants, vendors while also performing the Property Administrator role. 

Has strong working knowledge of the business he/she partners with, but demonstrates strong initiative to learn about other businesses. Has exposure to Property Management.Candidate must have Strong organizational, interpersonal and communication skills.Be self-motivated, proactive, highly productive, highly organized and can work independently.1-3 yrs experience in similar roleHigh school diploma, BA/BS preferred.Business Skills, Communication, High level Technology Skills (Microsoft Office Suite), Mathematics & Reasoning Ability, Leadership, and Project Management.Experience working in Yardi a plusCandidate must be able to work with fast-paced team with large volume of clients/tenants; multi-tasking is essential for this position.

Estimated total compensation for this position:

60,000.00 – 75,000.00 USD per year

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

Location:

On-site –Rye, NY

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table!

Personalized benefits that support personal well-being and growth:

JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health. Some of these benefits may include:

401(k) plan with matching company contributions

Comprehensive Medical, Dental & Vision Care

Paid parental leave at 100% of salary 

Paid Time Off and Company Holidays

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This position may require you to be fully vaccinated against COVID-19. If required, you’ll be asked to provide proof that you’re fully vaccinated upon your start date. You’re 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. 

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Accepting applications on an ongoing basis until candidate identified.