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.