Assistant General Manager
Job Description
Administrative -Maintains intimate knowledge of lease agreements and ensures compliance from an accounting and operations perspective.
Reviews and audit lease abstracts for accuracy.
Reviews and approves purchases of supplies and equipment in accordance with client budgets and established parameters.
Prepares and manages service contracts for all aspects of property operations, following the approved operating budget.
Reviews and tracks service contracts, certificates of insurance for vendors and tenants, and other operating agreements.
Prepares annual submissions, for review by the General Manager, for the JLL Property Awards Program and industry awards (e.g., BOMA TOBY award.)
Prepares submissions for review by the General Manager for building certifications (FitWel, LEED, etc.)
Responsible for compliance with development, revision and implementation of property manuals, Emergency Response Plans, Building Information Cards, and online systems.
General/Electronic Filing - Ensures all documents/paperwork for the property is filed no less than weekly. Maintain file structure for all electronic files.
Management Audit - Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually.
Financial -
Assists with the preparation and review the annual jurisdictional forms and filings as required. (i.e., Income & Expense, Real Estate Tax payments, Property Tax fillings.
Assists Property Administrator and reviews Accounts Payable and Accounts Receivable processes.
Works with Client Accounting Services (CAS) to manage the accounting process and participates with the on-site bookkeeping functions and collection process. Assists in the development and revision of written accounting procedures for the office.
Prepares and reviews financial documents pertaining to all building operations. These may include, but are not limited to tenant billing reports, occupancy rates, dates of lease expirations, financial reporting for client and ensures compliance with financial documents. Report to General Manager any variances, concerns and projections needed to sustain building operations.
Assists with monthly and quarterly financial packages.
Assists with the preparation of the annual budget documentation.
Operations -
Regularly inspects property and equipment to determine extent of service and/or equipment required. Recommends, justifies, develops, and coordinates projects that enhance the value of the office buildings.
Works with Building Engineer/Chief Engineer to assign employees to duties pursuant to client and JLL guidelines.
Works in conjunction with Property Administrator to ensure all service contracts are current.
Arranges for alterations to, or maintenance, upkeep, or reconditioning of property as specified in the operating budget, management plan and/or management services agreement.
Competitively bids and prepares all service contracts to assure high quality and cost-effective services. Assembles and analyzes contract bids, and submits bids, recommendations, and standard form contract agreement to authorized signor for execution.
Work with General Manager/Chief Engineer to ensure that emergency evacuation procedures are in place and life safety systems are operating effectively.
Assists Chief Engineer in meeting the assigned criteria within JLL's Compliance Excellence Program and Engineering Audit. Assures compliance with JLL policies, procedures and standard practices.
Tenant / Client Service -
Maintains role as primary/secondary contact for tenants relative to tenant service requests. Oversees the completion of the tenant service request, tracking key metrics around productivity/response. Proactively meets with tenant representatives on scheduled basis. Communicates regularly with the Property team, providing necessary support and information to the primary tenant contact.
Inspects all properties on a regular basis to ensure building operations are performing according to JLL standards and procedures.
Proactively addresses tenant concerns and improves tenant experience.
Oversees communication and manages the tenant move-in/move-out process to minimize disruption to established tenants.
Plans and executes creative and fun Tenant appreciation events in accordance with approved budget.
Management -
Employs or contracts for onsite management and engineering personnel, as delineated within the operating budget, management plan and/or management services agreement. Submits hiring recommendations to General Manager for approval.
May have responsibility for directly supervising employees reporting to the assigned buildings. Carries out supervisory responsibilities in accordance with the policies enumerated within the JLL Personnel Handbook and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems. Knows, understands, and sets an example relative to the policies within the JLL Personnel Handbook.
Misc. - Any and all other duties and tasks assigned.
Knowledge, Skills & Abilities:
Education/training
Bachelor's degree required.
Years of relevant experience
Minimum of three (3) years of commercial real estate or property management experience in the office sector; life science is a plus.
Skills and Knowledge
Communication Skills - Ability to read, analyze, and interpret legal documents (lease documents, claims of lien, etc.), general business periodicals, professional journals, technical procedures, or government regulations.
Self-starter - ability to identify areas for operational improvements and proactively bring solutions to the team.
Ability to produce well-written reports, business correspondence and procedure manuals.
Ability to effectively present information and respond to questions from senior level management, clients, tenants, vendors, peers and the general public.
Mathematical Skills - Intermediate Excel skills; ability to calculate figures and amounts such as discounts, interest, commissions, prorations, percentages, basic calculation of measurement of rent, parking fees, and late fees.
Ability to define and resolve complex issues and resolve with practical concrete business minded solutions.
Other abilities:
Proficient knowledge of Microsoft Office/Suite, and any other software program or piece of technology identified as standard for Jones Lang LaSalle or requested by the Client.
Capable of managing construction projects such as tenant improvements, restroom renovations and major repair and maintenance projects, etc.
Certifications/licenses
Real estate license required within six (6) months of hire date.
Physical work requirements and work conditions
Regularly required to sit for long periods of time.
Required to be in the office to perform the majority of job functions.
Lifting a maximum of thirty-five (35) pounds.
Using and accessing stairwells during emergencies.
JLL Is an Equal Opportunity Employer JLL is committed to developing and maintaining a diverse workforce. JLL strongly believes in equal opportunity extended to all individuals in all aspects of the employment relationship, including recruitment, hiring, training, promotion, transfer, discipline, layoff, recall and termination without regard to race, color, religion, belief, creed, age, sex, pregnancy or maternity (including childbirth and related conditions), family responsibility (e.g. child care, elder care), nationality, ethnic or national origin or ancestry, citizenship, marital status, civil partner status, sexual orientation, gender identity or expression, transgender status, veteran’s status, genetic information, trade union membership, social position, political view or status as a qualified individual with a disability, protected leave status or any other protected characteristic in accordance with applicable law. The company also endeavors to make reasonable accommodations for known physical or mental limitations of otherwise qualified employees and applicants with disabilities unless the accommodations would impose an undue hardship on the operation of our business and ensures that employment decisions are based only on valid job requirements.
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