Property Operations Coordinator

*US AMR-Jones Lang LaSalle Americas, Inc.; Chicago (IL); On-site; USD 42,000 - 64,000; Full time

Benefits offered by this job

401(k) plan

Comprehensive Medical, Dental & Vision

Paid parental leave

Paid Time Off and Holidays

Daily Pay

Job summary

Jones Lang LaSalle Incorporated in Chicago seeks a Property Associate to handle administrative duties and accounting support for one or more buildings. The role focuses on accounts payable/receivable, tenant relations, and vendor management to maintain smooth property operations.

Responsibilities include processing invoices, managing billing, maintaining filing systems, coordinating leases, and supporting audits and office logistics. On-site work and cross-functional collaboration are required.

Qualifications

• High school diploma required.
• BA/BS preferred.
• Minimum 1 year in commercial real estate, property team experience, or office management experience.
• Proficient knowledge of Microsoft Office Suite.
• Advanced oral and written communication skills.

Responsibilities

• Participate in processing of A/P (accounts payable), reviewing and coding invoices for payment.
• Participate in A/R (accounts receivable); preparing and distributing bills or statements, sending collection notices when appropriate, and preparing manual billing adjustments as needed.
• 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.
• Coordinate conference room reservations.
• Organize department lunches, meetings, events and business travel.
• 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 aid in new vendor set‑ups as needed.
• 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.

Skills

High school diploma

BA/BS preferred

Microsoft Office proficiency

Strong communication

Detail-oriented

Self-starter

Team collaboration

Ability to handle multiple projects

Time management

Education

BA/BS preferred

Tools

Microsoft Office Suite

Job description

Jones Lang LaSalle Incorporated in Chicago seeks a Property Associate to handle administrative duties and accounting support for one or more buildings. The role focuses on accounts payable/receivable, tenant relations, and vendor management to maintain smooth property operations.

Responsibilities include processing invoices, managing billing, maintaining filing systems, coordinating leases, and supporting audits and office logistics. On-site work and cross-functional collaboration are required.