Property Administration Assistant

What this job involves: JLL is seeking a customer-oriented individual to join the Property Management Team for one of JLL's key national accounts. As the Property Administration Assistant, you will serve as a primary point of contact for clients and tenants in our downtown portfolio, making a lasting impression as the "face" of our organization. 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. Your level-headedness and professional demeanor will be essential in handling sensitive and urgent requests. This is a hybrid position, offering the flexibility of working remotely for two days and in the office, three days/week . 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. What your day-to-day will look like:

• Primarily responsible for answering all incoming inquiries via email, calls and in person including interpreting to whom the caller/writer should be forwarded in order to provide optimal service.
• Responsible for providing general administrative support and reception duties for Property Management and Building Operations team.
• Assist in the management of schedules and resource bookings, coordination of tenant maintenance requests, handling calls from both internal and external sources, typing correspondence including letters, memos, forms, cover sheets, policies and procedures, and managing confidential information in a professional manner.
• Assist in the accurate coding and processing of invoices (AP) in Yardi Voyager and set-up Purchase Orders in YARDI when requested
• Collection and distribution of mail.
• Maintaining the cleanliness of the office common areas such as general kitchen duties, boardrooms, office equipment, etc. and ordering of the office supplies
• Organize and maintain supplies and uniforms for Building Operations team including but not limited to ensuring that supply accounts are up to date and uniforms are appropriately tagged
• Management of PRISM and help coordinating work orders with the Building Operations team to completion. Monitor timely and appropriate completion of work order request and provide reporting to Management as required. Follow-up with tenant to ensure satisfaction.
• Provide support when other administrative staff are away.
• Maintain filing system, tenant records, contract binders, manuals and tenant database for addresses and contacts on a regular basis.
• Other job duties as reasonably assigned.

Required Qualifications:

• 1+ years of experience in an administrative role, in real estate or property management industry
• Proficient computer skills. Microsoft Office – Outlook, Word, Excel, PowerPoint
• Excellent customer service skills with ability to deal with tenant needs
• Position continually requires demonstrated poise, tact and diplomacy while handling sensitive and confidential situations
• Proven organizational and time management skills; able to cope with changing tenant needs and deliver successful results within agreed upon time frames
• Good verbal and written communication skills
• Detail oriented; able to resolve problems using facts and sound reasoning
• Self-motivated, professional, and flexible; able to work both independently and as part of a team
• Punctual and dependable

Preferred Qualifications:

• Related post-secondary education is an asset
• Experience with Yardi an asset