Senior Property Administrator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies 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.   

The Senior Property Administrator is responsible for administrative functions supporting the security, engineering and building management departments, and must possess knowledge of all components of the property administration and operations. The Senior Property Administrator will be on-site at Bank of America Plaza located in downtown Dallas (CBD).  The Senior Property Administrator will ensure a high level of professionalism and foster positive relationships with tenants and clients and support the exponential growth of our business by providing people integration and synergy.  

What this job involves 

• Managing industry changing properties
• As the Senior Property Administrator, you will provide administrative support to the property management team, security and engineering departments in managing a high-rise office building in downtown Dallas and engaging with tenants and ensuring our clients receive outstanding customer service will be the keys to success. 
• Creating strategic and collaborative solutions
• As a Senior Property Administrator, you will contribute to the establishment and refinement of work quality, cultural initiatives and best practices to drive results as a team. 
• Embracing the human side of business
• You are people focused, seeking out and understanding the needs, perspectives and motivations of clients and team members alike. 

Requirements Education and Experience

• A Bachelor’s degree from an accredited institution preferred but not required.
•  Commercial real estate or property management, Security Operation and Engineering support experience is preferred but not required.
• A relationship builder
• Both verbal and written communication skills are vital, and, of course you’ll be good at establishing relationships with all levels of the organization & external clients.
• Tech minded
• The real estate industry is consistently changing with technology. You’ll need to make technology work to your advantage. You must demonstrate proficiency in the use and application of technology tools and continually seek opportunities to develop your skillset. Including but not limited to ALL Microsoft applications, Excel, Power Point, Prism Work Order system, Preparis, WinTeam Allied Universal Security platform.  Experience with managing large database is a must.
• An achiever
• You’ll have a proven track record of results as we’ll expect you to act decisively, think big, and manage your time to meet deadlines in a fast-paced, high-volume environment. Most importantly, you’ll want to contribute to a diverse, supportive, and talented team.

Major Bank of America Plaza Site Specific Duties

Essential duties and responsibilities include the following. Other duties and responsibilities may be assigned.

Security Department Major Duties and Responsibilities:

This position is responsible for assisting the Security Department with all training, and operations functions as assigned in accordance with post orders, client instructions, and all internal and external procedures.

Provides Administrative support to the Security Department.

• Enforce and maintain client access control system C-Cure 900 (Ex:  maintain tenant access badges, add or delete, grant access points according to level of permission.
• Maintain Dock Vendor access list with current certificate of insurance filed in client share drive.
• Maintain office supplies (ordering) and organization of office in general.
• Assist with various administrative duties as assigned by the Security Manager.

Office of the Building Major Duties:

Provides back-up coverage to the Property Administrator when absent, on vacation, at all times as requested.

• Maintains a professional, highly polished image at the front desk. 
• Attend to and greet all visitors/guests; offer a beverage to be served in guest appropriate glassware.  Issue guest’s pass/parking validations.
• Track presence of all office staff; be fully informed of their whereabouts at all times. (a log may be helpful).  When leaving for break or lunch inform co-workers of the whereabouts of all employees.
• Keep the reception area and conference room neat and presentable at all times:
  • Ensure all lights are working in reception area and conference room.  Report lights that are out to engineers. 
  • Make sure newspapers are neatly displayed.
  • Tidy conference room following meetings.  Push chairs in after meetings so the conference room looks neat and orderly.
• Operates main telephone console to receive incoming lines. Offer voicemail if the person is unavailable or offer to locate the person if it is an emergency.  Offer if another staff member can assist if the staff member is not available to take the call. When transferring calls to staff make sure to announce the caller and the nature of the call.  
• Performs variety of clerical duties, any projects, or work as required.
• Primary Tenant and Contractor service-related duties for service calls:

• Issue Tenant Work Orders for office area to engineers as needed.
• Take tenant requests and issue work order tickets in a timely manner.
• Schedule security clearances and freight reservations.
• Maintains and schedules all after-hours access requests/needs.
• Schedule security clearances and freight reservations.

• Coordinates courier and Federal Express mail services.
• Arrange for coverage of front desk whenever you need to be away.   
• Order all of the following supplies:
  • Office supplies for Engineering, Central Plant, Housekeeping and Security.
  • Print Cartridges.
  • Drinks, kitchen supplies, coffee, first aid supplies for Engineering, Central Plant and Security departments.
• Responsible for obtaining accurate and current Certificates of Insurance for the following and managing in Work Order system:
  • Building Tenants
  • Service Contract Providers
  • Tenant Vendors/Service Providers
  • Responsible for obtaining acceptable best ratings (At least an A-) for all those listed on all certificates of insurance, as “additional insured” (www.ambest.com).  Attach best ratings behind each certificate and file in appropriate binders.

• Prepare expense reports upon request.
• Maintains all office equipment in management office.  Arrange for repair and maintenance service as required.  Arrange for bids and contracts for all equipment, including furniture in the management office.
• Lead on coordinating leasing showings/tour with staff and catering.
• Coordinate staff birthday celebration every month, and annual employee party.
• Make all travel arrangements for staff.

• Sets up needed equipment and refreshments for all conference meetings – computer, TV, phone, etc.
• Assist Managers with Vendor Management/Communication needs.
• Maintain accounts receivable check receipt log.  Record all checks received and mail to lock box.  Notify certain staff accordingly.
• Dispatch requests to the various departments via various platforms of communication including radio, phone, and electronic platforms.
• Manages various aspects of tenant move-in and move-outs and general moving activity.
• Maintain entire management office appearance to meet Client goals of neat, tidy, orderly and clean at all times.

• Issue all purchase orders and

• Deliver approved purchase order to the vendor.
• Copy all purchase orders generated by Property Manager to that department.

• Create and maintain all hard-copy and electronic files. Set up all new files, including but not limited to new Tenant Lease files.

• Maintain the following minimum Contact Lists:

• Tenant Contact List and Emergency Tenant Contact List
• Employee Phone List
• Direct Dial Phone List

• Approved Vendor List
• Subcontractor List
• Tenant Email Distribution List
• Vendor Email Distribution List
• JLL Corporate Phone List
• Client Phone List
• Engineering Assignments Stacking Plan

• Maintain all signage (Training AGM)
• Co-Assist SPM with L42
• Tenant News (building communication) (not tenant engagement)
• Watchdog – pull the OFAC sheet Annually
• Set up and manage staff meetings – prepare agenda and meeting minutes, schedule meeting on calendar.
• Maintain Client PMFI (file index and M drive (shared drive) in all areas. Creates hard and soft files.
• Responsible for hard-filing stacking plan per PFMI File owners’ standards. This task is to be done monthly when the BOAP monthly reports go out.

Location:

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

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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 email us at accomodationrequest@am.jll.com. 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.

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