JLL is hiring: Property Associate/Receptionist in City of Rye

PROPERTY ASSOCIATE/ RECEPTION - FRONT DESK

Responsibilities:

Provide administrative support to the General Manager and Property Team to ensure efficient operational organization. This person will sit at the front desk of the main lobby of the building and take on Front Desk duties along with the Property Associate role.

Hours: M-F 8:30am-4:30 pm with some OT required at certain times of the year.

Front Desk Duties:

1. Greet/ host/ provide support for guests, visitors, and employees.
2. Answer all in-coming calls.
3. Manage all vendors check in at the front desk; ensure contracts in place and Certificate of Insurance on file and provide a copy of the rules & regs. Alert Engineering of all contractors on site.
4. Monitor Property Security Cameras and respond to 6 main entrance doors that are locked but have an airphone attached. Receptionist must answer and persons must be vetted before giving entrance.
5. Point of contact for all packages/deliveries.
6. Pick-up, drop-off, prepare postage/labels for mail/UPS/FedEx, courier services, etc.
7. Maintain and update employee, tenants, and vendor contact databases.
8. Respond and follow through to requests for information and communicate with all levels of management with minimal supervision.
9. Electric Vehicle charging station - learn how to run, review, analyze and prepare valuable reporting information for ownership. Provide access to all tenants for EV Charging station.
10. Security oversight - monitoring cameras, sign in/ out of contractors on log sheet ensuring readability and documentation of logs kept on site.
11. Create and manage Front desk handbook to incorporate details of day-to-day functions and specific information of tasks, lists of tenant occupants, contact information, passwords etc.
12. Coordinate Janitorial to set up and clean up refreshments, as appropriate for conference room meetings.

Administrative support to Manager:

1. Certificate of Insurance Tracking - COI's must be maintained and updated on a regular basis for both Tenants and Contractors.
2. General Filing - Ensure all document/paperwork for the property is filed no less than weekly.
3. E-mail - Check regularly throughout the course of the day to ensure prompt attention to immediate issues.
4. Tenant Portal/Work order system oversight and management.
5. Alert manager & engineers immediately for any urgent tenant work orders.
6. Bill out tenant work orders monthly.
7. Organizes all conference room reservations.
8. Organize, compile, and prepare monthly reports for distribution.
9. Daily communications & logging through the day on building, tenant, and contractor activities.
10. Overnight Mail - Prepares express mail packages and monitors supply levels.
11. Office Supplies - Monitor and order supplies as needed.
12. Management/Operations Audit - Ensure compliance level of management audit is maintained.
13. Budget Preparation - Assist team members with budget preparation for the property.
14. Organize department lunches, meetings, events, and business travel.
15. Support other special requests or projects as requested.
16. Complete required training courses.

Accounting:

1. Accounts Payables - Ensure all invoices for the property are entered into accounting system, coded, and directed to GM for approval and paid.
2. W-9's - Obtain completed W-9 forms from all vendors.
3. Accounts Receivable - Print Aged Delinquency report and send delinquency letters to tenants.
4. Manual Adjustment Forms - Prepare manual adjustment forms for all miscellaneous Tenant Service Requests.
5. Electric Consumption Tracking - Ensure engineers take monthly readings from electric meters for tenants.
6. Assist in review, input and preparing Accruals.

Tenant Relations:

1. Provide superior customer service to all tenants, clients, contractors, and vendors.
2. Review and update Tenant Handbook as necessary.
3. Prepare tenant memos and correspondence as directed by Managers.
4. Coordinate all arrangements for Tenant Move-Ins/Move-Outs.
5. Maintain daily and update tenant, employee and contractor's contact lists.

Operations and Customer Service Support:

1. Follow-up with tenants to ensure service requests are completed to their satisfaction.
2. Update Building and Tenant Emergency Response Manuals.
3. Coordinate Tenant meetings, trainings, and events.
4. Interact with Tenants to foster ongoing relationships.
5. Manage vendor and Tenant certificates of insurance.
6. Prepare electronic Monthly Tenant Newsletter.
7. Monitor work orders in Building Link and ensure all requests are responded to timely.

General Office Support:

1. Housekeeping Duties (i.e.: pick up and display newspapers, load/unload dishwasher, coffee machine maintenance).
2. Maintain all conference rooms for cleanliness / reserve conference rooms.
3. Order, maintain and organize all kitchen and office supplies.

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