What this job involves:
JLL is seeking a dynamic and customer-oriented individual to join our Property Management Team located in the North American Centre in North York. As a vital member of our team, you will serve as the primary point of contact for a mixed portfolio of industrial, commercial and retail.
In this role, you will play a crucial part in ensuring the smooth operation of our buildings by efficiently handling tenant inquiries and providing exceptional administrative support. We will rely on your level-headedness and professional demeanor to handle sensitive and urgent requests. you will also work closely with the Property Manager to prepare financial packages, manage account receivables and payables and process invoices in Yardi.
If you thrive in a customer-centric role and have a keen interest in property management and real estate, this is an excellent opportunity to grow your career. This team is in the office 3 days/week and there is flexibility to work two days remotely.
What your day-to-day will look like:
- Establish and maintain professional working relationships with tenants, vendors, building security, cleaners and various contractors to ensure smooth operation of the property.
- Assist Property Manager with monthly/quarterly reporting requirements including financial variance analysis.
- Assist Property Manager with annual budget preparation and ensure that all entries are appropriately reflected in Yardi.
- Prepare and review all relevant tenant letters and documentation for annual prebills, year-end tenant recoveries, and new tenants.
- Process and monitor purchase orders and invoices in Yardi in a timely manner to meet deadlines for AP cutoff.
- Prepare monthly accruals for review by property manager.
- Process monthly invoices for tenant charge backs.
- Tenant account reconciliation to ensure accounts are properly set up including charge backs and credits applied.
- Resolve tenant accounts and other issues with Real Estate Accounting & Lease Administration
- Management of tenant account receivables including collection of outstanding arrears on a timely basis.
- Assist the Property Manager in monitoring cost control projects monthly to ensure their accuracy and that the appropriate approvals are in place. Review Lease set up charges and monthly rent rolls for accuracy.
- Set up and monitor capital jobs, as well as processing project invoices and change orders in capital project tracking system Procore.
- Assist in maintaining property-specific emergency procedures and make periodic updates to the tenant and construction manuals.
- Act on behalf of the Property Manager in his/her absence and advise on actions taken.
- 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.
- Participate in charity, tenant appreciation and property events. Contribute ideas and suggestions for various marketing plans, promotion events, etc. for specific property.
- Serve as backup to administrative assistant for 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.
- Other job duties as reasonably assigned.
Required Qualifications:
- 2+ years of experience in commercial property administration, or with similar financial background and an interest in a Real Estate career path.
- Good working knowledge of MS Office applications
- Good interpersonal, communication and team skills.
- Strong 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.
Preferred Qualifications:
- University or College degree preferred or working towards a degree
- Accounting/financial background preferred.
- Yardi, Procore experience is an asset