Assistant Property Manager

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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.

We are currently seeking an Assistant Property Manager to join our Office Property Management team. Work alongside the General Manager to assist in managing the commercial office asset. Multi-tasking and flexibility are essential skills needed in this role.

Qualifications

• Bachelor's Degree
• 2-3 years on a commercial property management team
• Virginia Real Estate 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 or Kardin 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
  
  

Responsibilities

ACCOUNTING

• Budget Preparation - Oversee 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 Property Associate 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 review and sign manual adjustment forms for all miscellaneous Tenant Service Request (e.g., requested HVAC over time, labor to hang white boards, keys) as prepared by Property Associate.
• Financial Reporting - Assist PA and GM 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 Reconciliations with GM 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 Tax and all other county due dates; ensure checks are processed and mailed by due dates. Follow up to ensure payments were received and processed by the tax authorities
• All files at the property should comply with JLL Audit requirements.
• Oversee achieving annual budgeted revenue, operating and capital expenses.
• Notify tenants of available TI and expiration of TI allowances.
  
  

OPERATIONS

• Contracts - Draft a large number of contracts in a timely manner and ensure all contracts are kept current. Manage building operations contracts and vendors to maintain Class-A operations.
• Management Audit - Ensure compliance level of 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 Operations Audit.
• Leases- Review all new leases submitted and write lease abstracts. Submit lease abstract to Yardi.
• Works with Senior Chief Engineer to assign employees various duties such as maintenance, repair, or renovation and obtains bids for additional work from outside contractors, pursuant to client and JLL guidelines.
• Work with Senior Chief Engineer to ensure that emergency evacuation procedures are kept updated and life safety systems are operating effectively.
• Participate in the review of lease proposals and lease drafts.
• Assemble and analyze contract bids, and submits bids, recommendations and standard form contract agreement to General Manager for execution.
• Support 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)
• Communicate regularly with the Property Administrator, providing necessary support and information
• Prepare and/or review financial statements and reports on status of office buildings such as occupancy rates and dates of expiration of leases
  
  

Prepare and/or reviews monthly inventory of building contents and property condition

TENANT RELATIONS

• Customer Service - Provide superior customer service to all tenants, clients, contractors, and vendors at all times.
• Tenant Notification - Prepare tenant memos and correspondence if Property Associate is not available as directed by Managers regarding building holidays, upcoming events, etc.
• Safety Warden Meetings - Work with 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.
• Assist in managing tenant option rights and information.
  
  

Knowledge, Skills, And Abilities

• Learn quickly when facing new problems, open to change, quickly grasps the essence and underlying structure of anything, enjoy the challenge of unfamiliar tasks.
• Time Management - Self-starter, able to manage multiple projects simultaneously and under pressure without guidance.
• Use time effectively and efficiently, can attend to a broader range of activities, gets more done in less time than others.
• Written/Oral communications - Ability to speak and write clearly and concisely, get messages across that have the desired effect and speak effectively before small groups of tenants or employees
• Attention to Detail - Thorough in accomplishing a task with concern for all the areas involved, no matter how small, will not overlook what needs to be done and can be depended upon to do each task accurately and completely.
• Ability to read and interpret documents such as safety rules, operating and maintenance instructions for office equipment, and procedure manuals.
• Ability to work efficiently autonomously or as a member of the team.
• Be a team player, dealing effectively with coworkers and internal clients at all levels and in multiple JLL disciplines.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.