Administrative Assistant (Property Mgmt)

JLL • Abilene, TX

31d • Onsite

About The Position

JLL empowers you to shape a brighter way . Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward. JLL has an exciting opportunity to work with our Retail Property Management team at the Abilene Mall. The Administrative Assistant serves as a fundamental coordinator to property operations and administration. This position reports directly to the General Manager, while working with and taking directions from each department Manager. What You'll Be Doing This position is the first point of contact for office visitors and callers. Represent the company well by greeting office guests, visitors, contractors, and employees, answering telephone, and directing callers to the appropriate party, act as the point of contact for deliveries, update tenant phone list, respond and follow through on requests for information and communication with all levels of management with minimal supervision. Maintain the office as a professional, organized, and well-kept environment. General office housekeeping tasks. Prepare service contracts for operations department, submit work orders. Track Certificates of Insurance for contractors, specialty leasing/ancillary income programs. Assist in preparation and distribution of retailer memos, announcements, monthly newsletter. General filing & Ordering of supplies as directed by Manager. Participates as administrative point person for assigned special projects and requests such as the monthly forecast report, annual budget, sales reports. Serves as retailers’ liaison between Shopping Center Management and retailers at the shopping center. Participates in weekly Management Staff Meetings. Interacts with Corporate team members from various disciplines, mall management team members, other employees, and customers to assist with information exchange, problem solving and requests. Prepares, creates, edits requested reports and presentations via Microsoft Programs such as WORD, EXCEL, POWERPOINT, etc. Prepares, processes, files tenant correspondence, memos, reports and maintains up-to-date tenant files – both hard files at the shopping center and digital files. Setup work orders and coordinate retailer move-in and move-out. Assists the Manager with monitoring, maintaining and enforcing common area and tenant standards by regular communications with retailers, following procedures and daily reviews of the common area and inline retail visual merchandising and hours of operation. Collect and document sales information from retailers as stipulated in the Lease/License Agreement. Tracks, collects, and maintains retailers’ and clients’ certificate of insurance prior to expiration. Other duties as assigned

Requirements

• Computer Skills- MS Office Suite (PowerPoint, Excel, Outlook, Word, etc)
• Ability to multi- task and work in a team environment
• Ability to follow instructions and complete tasks as assigned
• Ability to work Monday thru Friday with reliable transportation

Nice To Haves

• Real Estate knowledge preferred

Responsibilities

• first point of contact for office visitors and callers
• Represent the company well by greeting office guests, visitors, contractors, and employees, answering telephone, and directing callers to the appropriate party
• act as the point of contact for deliveries
• update tenant phone list
• respond and follow through on requests for information and communication with all levels of management with minimal supervision
• Maintain the office as a professional, organized, and well-kept environment
• General office housekeeping tasks
• Prepare service contracts for operations department, submit work orders
• Track Certificates of Insurance for contractors, specialty leasing/ancillary income programs
• Assist in preparation and distribution of retailer memos, announcements, monthly newsletter
• General filing & Ordering of supplies as directed by Manager
• Participates as administrative point person for assigned special projects and requests such as the monthly forecast report, annual budget, sales reports
• Serves as retailers’ liaison between Shopping Center Management and retailers at the shopping center
• Participates in weekly Management Staff Meetings
• Interacts with Corporate team members from various disciplines, mall management team members, other employees, and customers to assist with information exchange, problem solving and requests
• Prepares, creates, edits requested reports and presentations via Microsoft Programs such as WORD, EXCEL, POWERPOINT, etc
• Prepares, processes, files tenant correspondence, memos, reports and maintains up-to-date tenant files – both hard files at the shopping center and digital files
• Setup work orders and coordinate retailer move-in and move-out
• Assists the Manager with monitoring, maintaining and enforcing common area and tenant standards by regular communications with retailers, following procedures and daily reviews of the common area and inline retail visual merchandising and hours of operation
• Collect and document sales information from retailers as stipulated in the Lease/License Agreement
• Tracks, collects, and maintains retailers’ and clients’ certificate of insurance prior to expiration
• Other duties as assigned

Benefits

• Join an industry leader and shape the future of commercial real estate
• Deep investment in cutting-edge technology to power your work
• Comprehensive and competitive benefits plan
• A supportive, caring and diverse work environment designed for your growth and well-being
• 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
• Early access to earned wages through Daily Pay

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: No Education Listed