Job Description

Administrative Support

Track vacation, sick time, and personal days for property employees
Update tenant and vendor certificates of insurance
General filing
Oversee incoming and outgoing packages, courier, faxes, work order escalation notices and ensure courtesy call backs for on-going tenant issues
Prepare conference call minutes, staff meeting minutes, etc.
Order, maintain and manage office contracts (supplies, copier, commissary supplies, etc.)
Perform the Services after normal business hours and during weekends as necessary or appropriate to provide, perform and deliver the Services, or as reasonably requested by WPP.  
Participate in Employee training programs to improve skill levels and competencies
Manage workload in Corrigo
Comply with all state and local regulations, safety requirements in the Playbooks and with industry safety benchmarks and best practices, and with WPP’s approval, alternative work practices that provide equivalent safety.  Must follow new safety specifications provided by WPP from time to time
Sort and distribute internally generated (WPP to WPP) mail between WPP sites within or between countries.
Frequently review courier methods to identify cost savings opportunities and lowest cost carriers
Act as program lead / subject matter expert for the shipping function, including training users and interaction with other WPP functions
Perform mailroom inspections and inventory supplies.
Any other activities to support JLL and/or site operations.
Actively support an environment of teamwork, cooperation, performance excellence and personal success.
Participate in the individual performance management program and personal development planning.
Act as an ambassador for JLL by behaving consistently with cultural and ethical requirements.

Operations

Manage worker’s compensation claim packages and files
Prepare contracts for vendors and assist in the RFP process
Track contractors Certificates of Insurance
Assist in preparation of construction updates and agreements
Update property emergency manuals

Accounting

Prepare bi-weekly payroll
Assist with Accounting deadlines and projects
Accounts Receivable-enter cash receipts and enter billing adjustments
Accounts Payable-enter invoices, ensure proper supporting documentation for invoices
Collection of Sales Reports
Manage Work to align with OpCo Budgets
Support OpCo in developing and executing facilities related cost savings measures to reduce spending in accordance with OpCo Budget Challenges and JLL Committed Glidepath.

Knowledge, Skills & Abilities

Time Management - Able to manage time well and be self-motivated, without direct supervision.
Communication - Able to provide ongoing input to mall team through thoughtful and detailed information.
Teamwork - Able to work in a team atmosphere, providing support to other departments as necessary.
Organization - Able to maintain an organized workspace/office and have the skills necessary to keep an easily understood filing system.
Customer Service - Has the interpersonal skills to provide good service to customers, contractors, vendors, and clients.  Has friendly and helpful attitude.
Complete knowledge of excel word and easily navigate and learn employer specific web-based software systems.
Ability to multi-task working within a team structure and independently.