Facilities Office Administrator

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.
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

Location:
On-site -Chicago, IL
If this job description resonates with you, we encourage you to apply, even if you don't meet all the requirements. 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. Some of these benefits may include:

• 401(k) plan with matching company contributions
• Comprehensive Medical, Dental & Vision Care
• Paid parental leave at 100% of salary
• Paid Time Off and Company Holidays
• Flexible and Remote Work Arrangements may be available

About JLL -
For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with annual revenue of $20.9 billion and operations in over 80 countries around the world, our more than 103,000 employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAY. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.
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For candidates in the United States, please see a fully copy of our Equal Employment Opportunity and Affirmative Action policy here.
This position may require you to be fully vaccinated against COVID-19. If required, you'll be asked to provide proof that you're fully vaccinated upon your start date. You're considered fully vaccinated two weeks after you receive the second dose of a two-dose vaccine series (e.g., Pfizer or Moderna) or two weeks after a single-dose vaccine (e.g., Johnson & Johnson/Janssen). Failure to provide proof of vaccination may result in termination.
Jones Lang LaSalle ("JLL") is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process - including the online application and/or overall selection process - you may contact us at Accommodation Requests. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.
Pursuant to the Arizona Civil Rights Act, criminal convictions are not an absolute bar to employment.
Pursuant to Illinois Law, applicants are not obligated to disclose sealed or expunged records of conviction or arrest.
Pursuant to Columbia, SC ordinance, this position is subject to a background check for any convictions directly related to its duties and responsibilities. Only job-related convictions will be considered and will not automatically disqualify the candidate.