Property Administrator

3 weeks ago

Calgary, Canada JLL Full time

JLL supports the Whole You, personally and professionally.


Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.

JLL is seeking a Property Administrator who will be responsible for providing assistance to the Property Manager in conducting his/her mandated duties in support of the tenant relation and property management functions. The Property Administrator is accountable for responding to tenant-related issues and ensuring that they are resolved on a timely basis. The Property Administrator also assists in preparing the annual operating budgets, reports, and collecting rental payments; co-coordinating tenant special requests and property events; maintaining tenant and vendor information; and other administrative tasks as required.

WHAT YOU’LL BE DOING

Track tenant service requests to be addressed by Building Operations and follow up to make sure that issues are resolved effectively and on a timely basis

Assist in coordination of all charity, tenant appreciation and property events. Contribute ideas and suggestions for various marketing plans, promotion events, etc. for the specific property

Set up and coordination of conference center activities, including receipt and confirmation of booking details as required. All planning, set up and coordination activities shall be completed in advance with sufficient time for Property Manager to review

Establish and maintain professional working relationship with tenants, vendors, building security, cleaners, and various contractors to ensure smooth operation of the Property

Assist with coverage of front desk and main phone line

Assist Property Manager on tenant relations functions and monthly/quarterly reporting requirements, including cleaning and other inspections, as required

Assist in maintaining property-specific emergency procedures and make periodic updates to the Tenant Handbook

Within the limits of authority of the role, act on behalf of the Property Manager in his/her absence and advise on actions taken

In Property Manager’s absence, keep Property Director informed

Maintain tenant accounts to ensure that they are properly set up, certificate of insurance is compliant, contacts are maintained, charges processed, credits applied, and collection of outstanding arrears are managed on a timely basis

Maintain filing system to ensure documents are organized and filed promptly and adhere to document retention policies are adhered to

Assist the Property Manager in monitoring cost control projects monthly to ensure their accuracy and that the appropriate approvals are in place. Set up Lease Amortization Charges and prepare required reconciliations

Prepare monthly tenant gross sales reports and annual reconciliation of Percentage Rent payable by tenants as specified in leases. Prepare invoices to tenants for amounts payable in a timely fashion

Prepare monthly variance analysis of Gross Retail Sales Report with commentary on significant variances (+-15%) from previous year for the Property Manager and the senior management team.

Prepare all relevant tenant letters and documentation for year-end tenant recoveries. Accurately input normalized budget information provided by the Property Manager and ensure that approved changes are appropriately reflected on the Real Estate system

Monitor the Purchase Order system and the Real Estate Administration system and effectively resolve any issues with Real Estate Accounting & Administration, including quarterly review of open POs. Process invoices for payment by Head Office and respond to requests from Real Estate Accounting & Administration

Assist with maintaining vendor account information, insurance certificates, and coding of IR invoices in Yardi to ensure all invoices are promptly processed for approval and payment. IR queue to be coded and cleared out weekly

Assist the Property Manager with the annual budget planning and processing

Prepare monthly parking revenue reports for the property and assist with collection of parking arrears

Other job duties as reasonably assigned

WHAT WE’RE LOOKING FOR

Post-secondary education required

University or College degree preferred or working towards a degree; enrollment in financial courses desirable

Actively pursuing a Property Management Designation such as Real Property Administrator (RPA) or Certified Property Manager (CPM) preferable

Working knowledge of MS Office applications required. Knowledge of Real Estate accounting software such as Yardi an advantage

Good interpersonal, communication and team skills

Aptitude for servicing tenants with the ability to see both the customer’s perspective and the impact on the organization

Ability to multi-task and prioritize to meet changing demands and expectations of clients

2 to 3 years’ experience in a commercial property, preferably in operations or tenant management; interest in a Real Estate career path

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

Location:

On-site –Calgary, AB

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

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 JLL’s 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.

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