Assistant General Manager, Property Management

We’re JLL. We’re a professional services and investment management firm specializing in real estate. We help organizations around the world achieve their ambitions by owning, occupying and investing in real estate.

We’re a Fortune 500 company. We work across 80 countries, in 280 different offices, with a team of over 60,000 individuals. And we look after a property portfolio of over 4bn square feet, all on behalf of our clients.

Auto Req ID 25963BR

The Assistant General Manager (AGM), as directed by supervisory personnel, performs specific duties that contribute to the effective and efficient operation and management of commercial office properties.

Essential Duties and Responsibilities

• Respond courteously to client, tenants, and fellow staff member requests, problems, and complaints.
• Identify and initiate process improvements for all current property systems.
• Manage building contracts including, but not limited to, Janitorial contact, Window Washing, Metal Maintenance, Terrazzo maintenance, Landscaping, and Elevator maintenance.
• Supervise building contractors.
• Coordinate annual facade inspection project and critical examinations and maintain reports for review.
• Coordinate annual AIC elevator inspection.
• Communicate and provide direction to building engineers, maintenance and security staffs on a daily basis.
• Conduct routine property inspections (including common areas, tenant suites, MEP areas, janitorial closets, telephone closets, garages, roofs, penthouses, and grounds), initiating repairs and/or corrective measures utilizing engineering staff and contractors. Assures that vacant spaces are kept tidy, clean, and presentable for showing.
• Oversee Security functions at property.
• Oversee Property Administrator in maintaining and updating Tenant Emergency Response Manual.
• Oversee on-site elevator technician and implement requirements of elevator maintenance contract.
• Assist in LEED information tracking and re-certification
• Assist in coordination of Tenant Events and distribution of annual Tenant Survey.
• Provide back up to Property Administrator in overseeing maintenance and operations of tenant amenities including the fitness center and conference center.

Contracts:

• Identify expiring and reoccurring contracts for maintenance services at the property.
• Prepare RFP, submit to an approved bid list, collect all bids, review and provide bid comparisons.
• Prepare contracts accurately including the scope of work, contract terms, compensation method, insurance requirements and all other relevant exhibits pursuant to the project.
• Collect and file contractor correspondence, including all related emails in the contract file.
• Maintain operations and construction files.

Administrative/Reporting:

• Oversee Director of Security and Life Safety. Work with GM to develop performance objectives and perform mid-year and year-end performance review.
• Assist in developing annual operations budgets and 5-year capital improvement plan.
• Assist GM with tenant notification of special projects (i.e. building shutdown), emergencies, or other requests.
• Assist in completion of Management Audit.
• Maintain the Capital Expenditure Reports, Tenant Improvement Reports, Tenant Alteration Summary, and Leasing Commission Schedule for inclusion in the Monthly Owners Report.
• Oversee the updating of the building floor plan book.
• Coordinate collection of building permits for new construction with the City of Chicago Department of Construction and Permits (DCAP).
• Conduct Operations, Capital and Security meetings.

Construction:

• Coordinate meetings and assist GM in managing budgeted capital improvement and tenant improvement construction projects.
• Supervise access to the property for all contractors.
• Identify potential areas of physical improvement at the property and collect all necessary information to present the project to the GM for approval.

Financial:

• Participate in reviewing all accounting reports (weekly, monthly, quarterly, and annual).
• Provide variance report explanations.
• Review accrual to ensure accuracy and communicate with operations teams to ensure proper recording of purchases.
• Spearhead larger issues with payables and receivables (i.e. defaults and legal pursuits, LOC renewals, etc.)
• Oversee Property Administrator in coding invoices when necessary.
• Assist GM with lease administration, lease abstracting to ensure an accurate rent roll and accurate tenant billings.
• Coordinate with Property Administrator to ensure work orders are closed out on a timely basis. Review monthly manually billing adjustments.
• Approve and track all Capital and Tenant Improvement related expenses. Notify GM of expiration of TI allowances.
• Verify the correct contract amounts on Operations, Capital and Tenant Improvement invoices.
• Manage annual operating budget.

• Bachelor’s degree, preferably in Business Administration, Accounting, Finance, Operations, or equivalent and minimum 5 years related work experience in a property management environment.
• Motivated for professional development by taking industry association courses toward the attainment of a professional designation.
• The AGM must possess strong interpersonal, communication, basic mathematical (fractions, percentages, ratios, etc.), and reasoning skills.
• Proficiency with basic Microsoft software including Excel and Word. An eye for detail is important for a wide variety of tasks ranging from.