New 
Administration & Operations
 JLL | |
 United States, California, San Diego | |
 Dec 21, 2024 | |
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Participating in processing accounts payable (A/P) by reviewing and coding invoices for payment.
* Assisting with accounts receivable (A/R) tasks, such as preparing and distributing bills or statements, sending collection notices, and making manual billing adjustments when necessary. * Tracking administrative expenses to ensure they stay within budget and identifying cost reduction opportunities. * Coordinating document management related to lease execution, distribution, and filing. * Tracking lease notification requirements to prevent missed deadlines and ensure proper distribution of notifications. * Monitoring email, phones, and work order systems regularly to provide prompt and courteous responses and direct correspondence to the appropriate personnel. * Maintaining general office organization. * Sorting, organizing, and distributing incoming mail, as well as preparing and sending outgoing mail and packages. * Preparing and distributing general correspondence and memos. * Organizing, compiling, and preparing reports for distribution. * Creating and maintaining accurate and organized physical and virtual filing systems. * Updating employee, client, and customer contact databases. * Coordinating conference room reservations. * Organizing department lunches, meetings, events, and business travel. * Receiving building access requests and coordinating access for visitors and vendors. * Ensuring tenant and contractor certificates of insurance are accurate and meet defined standards. * Tracking expiration dates for tenant and contractor certificates of insurance and providing advance notice of upcoming expirations. * Supporting compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping. * Participating in the new tenant welcome and orientation program and assisting with move-in/move-out procedures. * Tracking and coordinating access card activation and deactivation as needed. * Assisting the property team in developing and implementing property and employee manuals. * Maintaining regular contact with maintenance, security, and building staff to ensure cleanliness and security of common areas. * Documenting incidents of potential property and equipment liability and forwarding information to risk management personnel. * Gathering W-9 forms from vendors and assisting in new vendor setups as needed. * Assisting team members with property budget preparation and recurring reporting. * Supporting engineers with recording and billing monthly utility meter readings, as appropriate. * Assisting with vendor contract creation, execution, and tracking as requested. * Providing general and ad hoc administrative support to the property as needed | |