Administrative Assistant (Property Mgmt)

JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients.
We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work.
Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
JLL has an exciting opportunity to work with our Retail Property Management team at the Abilene Mall.
The Administrative Assistant serves as a fundamental coordinator to property operations and administration.
This position reports directly to the General Manager, while working with and taking directions from each department Manager.
General Responsibilities This position is the first point of contact for office visitors and callers.
Represent the company well by greeting office guests, visitors, contractors, and employees, answering telephone, and directing callers to the appropriate party, act as the point of contact for deliveries, update tenant phone list, respond and follow through on requests for information and communication with all levels of management with minimal supervision.
Maintain the office as a professional, organized, and well-kept environment.
General office housekeeping tasks.
Prepare service contracts for operations department, submit work orders.
Track Certificates of Insurance for contractors, specialty leasing/ancillary income programs.
Assist in preparation and distribution of retailer memos, announcements, monthly newsletter.
General filing & Ordering of supplies as directed by Manager.
Participates as administrative point person for assigned special projects and requests such as the monthly forecast report, annual budget, sales reports.
Serves as retailers’ liaison between Shopping Center Management and retailers at the shopping center.
Participates in weekly Management Staff Meetings.
Interacts with Corporate team members from various disciplines, mall management team members, other employees, and customers to assist with information exchange, problem solving and requests.
Prepares, creates, edits requested reports and presentations via Microsoft Programs such as WORD, EXCEL, POWERPOINT, etc.
Prepares, processes, files tenant correspondence, memos, reports and maintains up-to-date tenant files – both hard files at the shopping center and digital files.
Setup work orders and coordinate retailer move-in and move-out.
Assists the Manager with monitoring, maintaining and enforcing common area and tenant standards by regular communications with retailers, following procedures and daily reviews of the common area and inline retail visual merchandising and hours of operation.
Collect and document sales information from retailers as stipulated in the Lease/License Agreement.
Tracks, collects, and maintains retailers’ and clients’ certificate of insurance prior to expiration.
Other duties as assigned Job Requirements Computer Skills- MS Office Suite (PowerPoint, Excel, Outlook, Word, etc) Ability to multi- task and work in a team environment Ability to follow instructions and complete tasks as assigned Ability to work Monday thru Friday with reliable transportation Real Estate knowledge preferred If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below.
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.
About JLL – We’re JLL—a leading professional services and investment management firm specializing in real estate.
We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions.
As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility.
That’s why we’re committed to our purpose to shape the future of real estate for a better world.
We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future.
And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.