Office Manager

Job Description

Job Description

Formal Responsibilities :

• Processing and coding of all accounts payable invoices at the property per established schedules.
• W-9’s – Obtain completed W-9 forms from all vendors. Also responsible for entering in DAB.
• Ensuring accounts receivable balances are minimized at the property. Includes preparing the weekly AR report and constant follow ups via Email, Phone & Letters.
• Responsible for ensuring all document / paperwork for the property is filed no less than weekly.
• This includes but is not limited to lease documents, legal correspondence, executed service contracts, correspondence, monthly reports, payables.
• All files at the property should comply with JLL Management Audit requirements.
• Prepare express mail packages.
• Track and maintain Certificates of Insurance; responsible for notifying tenants and vendors of expired COI's and COI requirements via letters or e-mail.
• Maintain spreadsheet of COI's on file that detail the insured and the policy expiration.
• Assisting the General Manager in preparation of the annual asset plan and budget.
• Participating in the property’s Team Emergency Response Plan and procedures.
• Assisting in Move-In / Move-Out processes and procedures; including issuing or retrieving keys, mailbox keys and other relevant information.
• Answering front desk telephones, ordering supplies, maintain Tenant / Vendor contact lists and greeting visitors.
• Handle any tenant issues regarding maintenance or service requests quickly, passing along urgent matters to General Manager.
• Other duties as assigned by the General Manager falling within the reasonable expectations of an administrative position.Accounts Payable (AP), Answering Inbound Calls, Yardi, Yardi Property Management, Bookkeeping, Bill Payment, Microsoft Excel, Excel Formulas, Revenue Reporting, Manage Vendor Relationships, Tenant Retention, Tenant Leases, Email Correspondence, Property Management, Administrative Office, Back Office Support