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SalaryJLL 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.
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
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
