Administrative Assistant - Bookkeeper

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.


Estimated total compensation for this position:

$20.00 per hour

The total compensation range is an estimate and not guaranteed. An employment offer is based on an applicant's education, experience, skills, abilities, geographic location, internal equity and alignment with market data .

Expected Schedule: Monday - Friday 8:30 am - 5 pm

Primary Responsibilities:

• Responsible for Processing A/P (accounts payable), review and code invoices for payment.
• Responsible for A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed for Permanent and Specialty Leasing.
• Assist Management Team with the preparation of Forecast for both the Operations budget as well as the Specialty Leasing Budget.
• Track administrative spend to not exceed budget and look for cost reduction opportunities.
• Coordinate document management related to lease execution, distribution, and filing.
• Track notification requirements as specified in leases to ensure that deadlines are not missed, and notifications are appropriately distributed.
• Regularly monitor email, phones and work order system; ensuring prompt and courteous responses and directing correspondence to appropriate personnel as needed.
• General office organization.
• Sort, organize and distribute incoming mail. Prepare and send outgoing mail and packages.
• Prepare and distribute general correspondence and memos.
• Organize, compile and prepare reports for distribution.
• Create and/or maintain physical and virtual filing systems in an accurate and organized manner.
• Maintain and update employee, client, and customer contact databases, including Property Emergency Notification System.
• Coordinate meetings for Management Team members.
• Receive building access requests and coordinate access for visitors and vendors.
• Ensure that tenant and contractor certificates of insurance are accurate and meet defined standards.
• Track expiration dates for Tenant and Contractor certificates of Insurance and provide advance notice of upcoming expirations.
• Support compliance with management audits and engineering operations audits by assisting in file preparation and record-keeping.
• Participate in new tenant welcome and orientation program. Assist with move-in/move-out procedures.
• Track and coordinate access card activation/deactivation as needed.
• Assist property team in the development and implementation of property and employee manuals.
• Keep regular contact with maintenance, security, and building staff to ensure that common areas such as lobby, elevators, exterior grounds, building-managed conference rooms, etc. are clean and secure.
• As needed, document incidents of potential property and equipment liability (ex: any occurrence of an onsite injury), forward information to appropriate risk management personnel.
• Gather W-9's from vendors and submit new vendor set-ups.
• Assist team members with property budget preparation and recurring reporting, as requested.
• Assist engineers with recording and billing, as appropriate, monthly utility meter readings.
• Assist with vendor contract creation, execution and tracking as requested.
• General and ad hoc administrative support of the property as needed.
• Any and all other duties and tasks assigned.
• Collection and data entry of Tenant Sales Reports.

Skills/Qualifications:

• High school diploma required, BA/BS preferred
• Minimum 1-5 years in commercial real estate, property team experience, or office management experience.
• Proficient knowledge of Microsoft Office Suite. Comfortable learning new programs and technology.
• Advanced oral and written communication skills.
• Strong attention to detail and organizational skills.
• Self-starter, able to manage multiple projects simultaneously and under pressure. Excellent time management skills.
• Can work autonomously or as a member of the team. Interacts effectively with coworkers and internal clients at all levels and in multiple disciplines.
• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages.
• Capable of developing effective and constructive solutions to challenges and obstacles. Can cope with change, shift gears comfortably, decide and act without having the total picture, and comfortably handle uncertainty.
• Ability to work, on occasion, flexible hours which may exceed 8 hours in a day, 5 days in a week or 40 hours in a week.
• Knowledge of Yardi accounting software a plus.
• Experienced user of Excel, Power Point, and other Microsoft Office systems mandatory.

Physical Work Requirements and Work Conditions:

• In compliance with the Americans with Disabilities Act (ADA), the Property Associate's responsibilities are such that in order to perform the required work in a safe and satisfactory manner, the following minimum physical requirements apply:
• Is regularly required to sit for long periods of time
• The employee frequently is required to stand, walk, reach with hands and arms, stoop, kneel, crouch or crawl
• Reading video display terminals, order forms and other written documents
• Lifting a minimum of thirty-five (35) pound
• Using and accessing stairwells during emergencies
• Using keyboards for typing and computer input
• Hearing, speaking and answering the office telephone system
• Reasonable accommodations may be made to enable individuals with disability the ability to perform the essential functions.

This position does not provide visa sponsorship. Candidates must be authorized to work in the United States without sponsorship.

Location:

On-site -Charleston, SC

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
• Early access to earned wages through Daily Pay

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

For candidates in the United States, please see a full copy of our Equal Employment Opportunity policy here.

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 View email address on click.appcast.io. 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.

Accepting applications on an ongoing basis until candidate identified.