New 
Assistant Property Manager
 JLL | |
 United States, Massachusetts, Boston | |
| 1 Post Office Square (Show on map) | |
 Jan 18, 2025 | |
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Administrative
Prepares all invoices in accordance of client budgets, for the GM/SGM to review and approve. Responsible for maintaining all tenant/vendor current certificates of insurance. Assists with maintaining vendor service contracts for the properties. Responsible for the filing/maintenance of all electronic property files. Assists with the preparation and review the annual jurisdictional forms and filings as required. Supports Leasing Team in the preparation of lease and/or rental agreements and is responsible for lease administration process. Reviews and approves purchases of supplies and equipment in accordance with client budgets and established parameters. Responsible for compliance with development, revision and implementation of property manuals and on-line systems. Financial Works with Client Accounting Services (CAS) to manage the accounting process fully and directs on-site bookkeeping functions and collection process. Oversees the development and revision of written accounting procedures for the office. Prepares and reviews financial documents pertaining to all building operations. These include but are not limited to: tenant billing processes, occupancy rates, dates of lease expirations, financial reporting for client monthly and ensures quarterly and annual compliance with financial documents. Report to SPM any variances, concerns and projections needed to sustain building operations. Assists with the preparation of the final budget documentation (i.e., explanatory notes.) Plans and administers budget for the office building(s). Operations Creates and reports out regularly on the asset management plan. Inspects facilities and equipment in conjunction with engineering to determine extent of service and equipment required. Recommends, justifies, develops and coordinates projects that enhance the value of the office buildings. Works with Building Engineer/Vendor to complete repairs/PM services pursuant to client and JLL guidelines. Arranges for alterations to, or maintenance, upkeep, or reconditioning of facilities as specified in the operating budget, management plan and/or management services agreement. Draft contracts within 24-48 hours, conduct follow-up with vendor for return of contract in a timely manner. Pulling together mandated contract package documents for review and signature by GM. Forward and track as needed for communication and compliance. Assists GM/SGM with the bid process and prepares all service contracts to assure high quality and cost effective services. Assembles and analyzes contract bids, and submits bids, recommendations and standard form contract agreement to SPM for execution. Assists GM/SGM to ensure that emergency evacuation procedures are in place and life safety systems are operating effectively and are updated on a regular basis. Assists GM/SGM when needed to complete the Compliance Excellence Program and Engineering Audit. Assures compliance with JLL policies, procedures and standard practices. Client Service Maintains role as primary contact for tenants relative to tenant service requests. Assists GM/SGM with property inspections on a regular basis to ensure building operations are performing according to Jones Lang LaSalle standards and procedures. Oversees the tenant move-in/move-out process to minimize disruption to established tenants. Management Carries out supervisory responsibilities in accordance with the policies enumerated within the JLL Personnel Handbook and applicable laws. Knows, understands and sets an example relative to the policies within the JLL Personnel Handbook. | |