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JLL · 1 day ago

Administrative Assistant - Bookkeeper

Charleston, SC

Full-time

Onsite

Entry, Mid Level

$20/hr - $20/hr

1+ years exp

JLL is a leading global provider of real estate and investment management services. They are seeking an Administrative Assistant - Bookkeeper to manage accounts payable and receivable, assist in budget preparation, and maintain document organization while ensuring compliance with lease requirements.

CommercialReal Estate

No H1B

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

Qualification

Accounts PayableAccounts ReceivableMicrosoft Office SuiteYardi accounting softwareExcelOral communicationWritten communicationOrganizational skillsTime managementAttention to detail