What are the responsibilities and job description for the Assistant Property Manager position at JLL?
- Budget Preparation – Participate in the completion of annual budget, income and expense, and capital improvement plan.
- Accounts Payables –Reviews and approves all accounts payable, ensuring accurate general ledger coding and property allocations.
- Accounts Receivable – Review aged delinquency report and communicate with Client Accounting Services to ensure all balances have been paid and applied appropriately. Prepares and/or reviews adjustments to tenant billing process.
- Manual Adjustment Forms – APM will be required to complete manual adjustment forms for all miscellaneous Tenant Service Request (e.g., requested HVAC over time, labor to hang white boards, keys).
- Financial Reporting - Assist with preparation and submittal of Monthly, Reports and ensure all deadlines are met as required by client. Prepare and submit monthly accruals prior to monthly reporting deadline in preparation. Complete monthly variance explanations to ensure we are staying in budget.
- Review CAM Reconciliations with appropriate manager for approval and ensure proper mailing of year-end reconciliations. Work with tenants on questions regarding the reconciliations once mailed and follow up on payments.
- Keep track of Real Estate Taxes due date; ensure checks are processed and mailed by due date and follow up to ensure payments were received and processed by the tax authorities.
- All files at the property should comply with JLL Audit requirements.
- Management Audit – Ensure compliance level of the JLL management audit is maintained and prepares all files and records in preparation for the audit annually.
- Operations Audit – Assist engineering staff in preparation of annual JLL Operations Audit.
- Leases- Review all new leases submitted and write lease abstracts. Submit lease abstract to Accounting.
- Works with Chief Engineer to assign employees to duties such as maintenance, repair, or renovation and obtains bids for additional work from outside contractors, pursuant to client and Jones Lang LaSalle guidelines.
- Works with Chief Engineer to ensure that emergency evacuation procedures are kept updated and life safety systems are operating effectively.
- Assembles and analyzes contract bids, and submits bids, recommendations and standard form contract agreement to Property Manager or General Manager for execution.
- Supports contract administration processes, including drafting contracts, scopes of work, following up with vendors, and preparing mandated contract package documents for review and signature.
- Prepare and/or review the annual jurisdictional forms and filings as required. (i.e Income & Expense, Real Estate Tax payments, Property Tax fillings, etc.
- Communicates regularly with the Property team, providing necessary support and information.
- Prepares and/or reviews financial statements and reports on status of office buildings such as occupancy rates and dates of expiration of leases.
- Customer Service – Provide superior customer service to all tenants, clients, contractors, and vendors at all times.
- Tenant Notification – Prepare tenant memos and correspondence as directed by Managers.
- Safety Warden Meetings – Work with PM, GM, and Engineering staff to plan an annual safety warden meeting.
- Tenant Move-In’s/Move-Out’s – coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary.
- Distribute annual tenant survey and perform follow-up as necessary.
- Bachelor’s Degree
- 2-3 years on a commercial property management team
- Real Estate License AND Property Manager's License required or obtained within 1 year from Date of Hire
- Experience preparing budgets, CAM reconciliations, and other types of related financial reports is required.
- Experience using a property management accounting platform, such as Yardi, Kardin or MRI is required.
- Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers, and the public.
- Ability to analyze, interpret and explain financial statements and calculate dollar and percentage variances.
- Ability to solve practical problems and deal with variety of concrete variables in situations where only limited standardization exists.
- Ability to write and speak clearly and succinctly in a variety of communication settings and styles, able to project confidence and professional expertise.
- Strategic thinker with strong implementation orientation
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