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Position Overview
The Admin Executive provides comprehensive administrative and operational support for residential property management operations, ensuring smooth day-to-day functioning and excellent service delivery to residents and stakeholders.
Key Responsibilities
Administrative Operations Manage daily administrative tasks including correspondence, filing systems, documentation, and record maintenance. Process lease agreements, tenancy renewals, and related paperwork. Maintain accurate databases of tenant information, contracts, and property records. Coordinate meeting schedules, prepare agendas, and document minutes for management reviews.
Tenant Relations Serve as primary point of contact for tenant inquiries, requests, and concerns. Process move-in and move-out procedures including inspections and documentation. Handle tenant complaints and coordinate resolution with relevant teams. Distribute notices, circulars, and community updates to residents.
Financial Administration Process invoicing for rental payments, maintenance charges, and utilities. Track payment collections and follow up on outstanding receivables. Maintain accounts receivable records and prepare monthly collection reports. Coordinate with accounts team for payment reconciliation and deposit processing.
Vendor and Maintenance Coordination Liaise with contractors, vendors, and service providers for property maintenance. Process work orders and track completion status. Maintain vendor databases and service contracts. Coordinate routine inspections and preventive maintenance schedules.
Compliance and Documentation Ensure compliance with lease terms, house rules, and property regulations. Maintain statutory records and documentation as per regulatory requirements. Prepare periodic reports on occupancy rates, tenant issues, and operational metrics. Assist in audit preparations and document submissions.
Facility Management Support Coordinate access control, security passes, and visitor management systems. Oversee common area bookings and event coordination. Monitor facility usage and ensure adherence to community guidelines. Support emergency response procedures and incident documentation.
• Ensure the preparation of all invoices towards occupants (CAM, Utilities and others)
• Timely collection of CAM from the residents and update if any discrepancies.
• Verification of vendor invoice and preparing the cover note for approval from management.
• Assume responsibility for monthly close processes and requirements. Prepare, review and process journal entries. Perform bank reconciliation, maintain cash log, and reconcile outstanding checks.
• Prepare all monthly financial reporting as required by Client Accounting Services (Accounting software).
• Prepare the monthly Management Information Report (MIS) and submit timely to the Property Manager.
• Request and manage client funding on a daily basis. Reconcile funding requested and received.
• Prepare balance sheet and analyse and review facility management variance explanations for accuracy and integrity.
• Monitor Attendance register/ Biometric punch of Housekeeping, MEP and Security staff.
• Maintain record of all the detail of the residents (owners/tenants) in the software.
• Maintain the Move IN and Move Out process for all the residents.
• Process facility and project management purchase order requests utilizing the client’s purchase order system. Have full understanding of client’s accounting and purchasing systems.
• Ensure compliance with both Jones Lang LaSalle Internal Audit and Client Accounting Services.
• Develop and implement account improvements where needed.
• Perform all monthly collections and prepare a record of amount collected and deposited. Cash has to be deposited/Handover to the designated person by the Client.
• Generates reports (monthly delinquency, A/R status, project summaries, vacancy, etc.)
• Initiates late payment calls and implements late payment fees, where applicable.
• Maintain record of all Invoices.
• Ensure vendor payment in timely manner.
Required Qualifications
Education: Diploma or Bachelor's degree in Business Administration, Property Management, or related field
Experience: 2-4 years in administrative roles, preferably in property management or real estate
Technical Skills: Proficiency in MS Office Suite (Word, Excel, PowerPoint), property management software, email systems, and database management
Core Competencies: Strong organizational skills, attention to detail, excellent written and verbal communication, customer service orientation, problem-solving abilities, and ability to multitask effectively
Additional Requirements: Professional demeanor, ability to handle confidential information, flexibility with working hours during emergencies, and basic knowledge of tenancy laws and property regulations
Location:
On-site –Hyderabad, TSScheduled Weekly Hours:
48If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.
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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.