Property Administrator - (Honolulu) in Honolulu, Hawaii For Sale

ADMINISTRATIVE Building Liaison - Act as an effective liaison between tenants and building engineers, security and housekeeping by communicating proper information and ensuring tenant requests are responded to in a timely and professional manner. Telephones - Should be answered within three rings with Good Morning or Good Afternoon, Jones Lang LaSalle. You may choose to add the property name after JLL. Determine the nature of the business, and direct callers to destination. Greeter - greets guests and visitors to the management office and effectively deals with their concerns by exhibiting a professional, mature, courteous, gracious and efficient manner. Support - provides direct administrative support to Managers and Chief Engineer. Certificate of Insurance Tracking - COIs must be maintained and updated on a regular basis for both Tenants and Contractors. Each property will have their own COI tracking system, either manual or electronic and must comply with JLL Management Audit requirements. E-mail - should be check on a regular basis but no less than 5 times per day. If the property uses email to receive Tenant Service Requests, then email should be checked every 30 minutes. Repair Service - Contacts repair services for all office equipment when necessary or requested by team member. Walkie Talkies/Nextels - Utilizes radio in a pleasant, professional manner when contacting team members. Ø Meetings - Sets up and cleans up refreshments, as appropriate for conference room meetings House Keeping - Remain in regular contact will maintenance staff to ensure the lobby, elevators, exterior, flower beds, etc. are clean. Responsible for the overall cleanliness of the reception, lobby and or building managed conference room areas. Management Audit - Ensure compliance level of management audit is maintained and prepares all files and records in preparation for the audit annually. Operations Audit - Assist engineering staff in preparation of annual Operations Audit. Ø Budget Preparation - Assists team members with budget preparation for the property as requested by Manager. ACCOUNTING Accounts Payables - (Where applicable) W-9s Accounts Receivable Manual Adjustment Forms OPERATIONS Tenant Service Request - TSC is responsible for daily review of TSRs noting completion times or dates if beyond acceptable limits, whether job performed to satisfy TSR, etc. Work with engineering staff to ensure discrepancies and address in next staff meeting. Property Surveys - Ensure satisfaction surveys are completed by all. Contact Information - Ensure all tenant contact information is accurate and completed in all building systems (eg 360Facility, Building Engines, Angus Anywhere, 4Sight, etc.). Core Charters/Best Practices - Ensure that Best Practices' and Core Charters' are implemented at the property. ØExterminating- monitor tenants calls pertaining to extermination needs and coordinate with contractor to come complete a space inspection. Follow-up with tenant to ensure situation has been taken care of properly. Servidyne / Energy Star - Provide copies of utility invoices or information to either Servidyne or Energy Star on a monthly basis (electricity & water usages/cost). TENANT RELATIONS Customer Service - Provide superior customer service to all tenants at all times. Tenant Events - TSC will be responsible for planning and coordination of all schedule tenant events at the property. General Tenant Information - Keep managers informed of activities and events involving tenants. Tenant Meetings - Plan agenda for meetings and have approved by Manager. Set up lunch for Tenant and Property Manager to discuss pertinent building issues (should be at least 1 per quarter). Tenant Handbook - review, update and revise as necessary. Coordinate distribution of updates or revisions to all tenants. Tenant Notification - Prepare tenant memos and correspondence as directed by Managers regarding building holidays, upcoming events, etc. Tenant Move-Ins/Move-Outs - coordinate all arrangements, notifications and acquire proper authorizations and collect certificate of insurance as necessary. TSC should ensure all items on the Tenant Move In Checklist are completed for each new tenant. This is then filed in the tenants lease file. Contact Lists - maintain daily and update no less than monthly tenant, employee and contractors contacts lists to include emergency contact numbers. This should also be updated no less than monthly in the properties 4-sight program. This includes updates of physically challenged individuals in the building both permanent and temporary (ie broken leg, in a wheel chair, etc.) EMERGENCY PROCEDURES 4Sight - No less than monthly, TSC should update all assigned sections of the propertys 4-sight website to include but not limited to emergency contacts, space utilization module, table top information, etc. Safety Warden Meetings - Work with Manager and Engineering staff to plan an annual safety warden meeting. TSC to assist in updating emergency procedures and all required documentation for the meeting.
Source: http://www.juju.com/jad/xxxxxxxxl6jlpo?partnerid=af0exxxx314cbc501beebacaxxxx739d&exported=True&channel=staticfile&hosted_timestamp=xxxxa345f27ac5dcxxxxf4f978d9ec0cebxxxxdf258bcf071d0f6cd203axxxx8