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Facilities Office Administrator
Chicago, IL
Job Description
Overview
JLL is currently seeking a dynamic individual for the role of facilities office administrator, as a dedicated administrative resource for a Chicago client. This client account oversees the Operations and Financial Activity for 2 Class A Commercial Properties (490,000 RSF), 1 Investment Parcel, and approximately 20 North American Client Office Facilities (400,000 RSF).The overall arching deliverable is to maintain consistent support to the JLL Team and Client Associates / Management with a specific adherence to high-quality Customer Service. The Facilities Administrator will need to possess Professional Maturity & Responsibility.
Responsibilities
Tenant Handbook - Review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Prepare tenant memos and correspondence as directed by managers regarding holidays, upcoming events, etc.
Contact lists - Maintain daily and update no less than monthly tenant, employee, and contractor contracts lists and email distribution lists to include emergency contact numbers.
All files at the property should comply with JLL Management Audit Requirements.
Accounts Payables - this candidate will be responsible for ensuring all invoices for the properties/facilities are entered into the accounting system.
This candidate will be responsible for issuing tenant rent statements under the supervision of the finance manager each month
Manual adjustment forms - This candidate will be required to prepare manual adjustment forms each month.
Electric consumption tracking - responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units.
Client utilities - Responsible for paying all client utilities for client
Budget preparation - Assists team members with budget preparation for the properties.
Certificate of insurance tracking - COI's must be maintained and updated on a regular basis for both tenants and contractors.
Sort mail, organize and manage pantry, order office supplies, act as the Landlord liaison, conference room bookings, and meeting support.
Maintain common areas orderly and organized: pantries, conference rooms, mailroom, storage, closets.
Assist with internal office moves and new hires; ensure office space is ready, move contents.
Coordinate with IT as needed. The position will not act as IT support or require IT skillset.
Provide access and supervision while outside vendors enter and work in the office.
Coordinate building and office access for Gen Re visitors.
Weekly check-in with branch managers to ensure support.
Direct and escalate issues that impact the whole branch (e.g. landlord, utilities, printing/scanning, etc.).
Qualifications:
Candidate is to be self-motivated, proactive, highly organized and have the ability to work independently. Position is located in Chicago, IL.
Candidate must be able to work with a fast-paced Team with a large volume of Clients / Tenants; multi-tasking is essential for this position.
Education/Experience -Associate or Bachelor Degree. One to Three Years related experience and / or training; or equivalent combination
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
Proposed base salary: $57,500
Comprehensive and competitive benefits plan
A supportive, caring and diverse work environment designed for your growth and well-being
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
JLL is currently seeking a dynamic individual for the role of facilities office administrator, as a dedicated administrative resource for a Chicago client. This client account oversees the Operations and Financial Activity for 2 Class A Commercial Properties (490,000 RSF), 1 Investment Parcel, and approximately 20 North American Client Office Facilities (400,000 RSF).The overall arching deliverable is to maintain consistent support to the JLL Team and Client Associates / Management with a specific adherence to high-quality Customer Service. The Facilities Administrator will need to possess Professional Maturity & Responsibility.
Responsibilities
Tenant Handbook - Review, update and revise as necessary. Coordinate distribution of updates or revisions to all new tenants upon their commencement of lease agreements.
Prepare tenant memos and correspondence as directed by managers regarding holidays, upcoming events, etc.
Contact lists - Maintain daily and update no less than monthly tenant, employee, and contractor contracts lists and email distribution lists to include emergency contact numbers.
All files at the property should comply with JLL Management Audit Requirements.
Accounts Payables - this candidate will be responsible for ensuring all invoices for the properties/facilities are entered into the accounting system.
This candidate will be responsible for issuing tenant rent statements under the supervision of the finance manager each month
Manual adjustment forms - This candidate will be required to prepare manual adjustment forms each month.
Electric consumption tracking - responsible for ensuring engineers take monthly readings from electric meters for tenants that have supplemental units.
Client utilities - Responsible for paying all client utilities for client
Budget preparation - Assists team members with budget preparation for the properties.
Certificate of insurance tracking - COI's must be maintained and updated on a regular basis for both tenants and contractors.
Sort mail, organize and manage pantry, order office supplies, act as the Landlord liaison, conference room bookings, and meeting support.
Maintain common areas orderly and organized: pantries, conference rooms, mailroom, storage, closets.
Assist with internal office moves and new hires; ensure office space is ready, move contents.
Coordinate with IT as needed. The position will not act as IT support or require IT skillset.
Provide access and supervision while outside vendors enter and work in the office.
Coordinate building and office access for Gen Re visitors.
Weekly check-in with branch managers to ensure support.
Direct and escalate issues that impact the whole branch (e.g. landlord, utilities, printing/scanning, etc.).
Qualifications:
Candidate is to be self-motivated, proactive, highly organized and have the ability to work independently. Position is located in Chicago, IL.
Candidate must be able to work with a fast-paced Team with a large volume of Clients / Tenants; multi-tasking is essential for this position.
Education/Experience -Associate or Bachelor Degree. One to Three Years related experience and / or training; or equivalent combination
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
Proposed base salary: $57,500
Comprehensive and competitive benefits plan
A supportive, caring and diverse work environment designed for your growth and well-being
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
Job Summary
Company
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Required Education
Bachelor's Degree
Required Experience
1 to 3 years
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