Overview
Centre Administrator - Property & Asset Management role at JLL at The Mailbox, a landmark mixed-use asset in Birmingham city centre, comprising office, leisure and cinema, retail, residential and hotel uses. The Mailbox totals over 1m sq.ft of internal accommodation across a 6.2 acre site and operates 24/7.
The estate continues to attract occupiers and is expanding with new tenants and enhancements.
Responsibilities
As our Finance & Data Administrator, you will play a pivotal role in the seamless financial operations of the destination. You will be a key point of contact, ensuring high standards of financial management and general administrative support. Your responsibilities include managing a service charge budget, processing invoices, reconciling accounts, and providing analytical support.
* Financial Administration
o Manage the administration of the service charge budget and all JLL and on-site accounts systems
o Process insurance claims and allocate refunds
o Handle supplier payment queries and ensure timely payments
o Process service charge and landlord expenditure invoices and purchase orders
o Monitor centre's bank balance and manage finance requests
o Track and reconcile invoices, update budget trackers, and manage year-end reconciliations
o Set up new suppliers and maintain financial records
* Utility Administration
o Record occupier utility meter readings and manage related queries
o Support the Operations Manager in tracking the energy usage of the on-site units
o Liaise with utility broker to arrange change of tenancies with utility suppliers
* Rates Administration
o Maintain and monitor the Rates Mitigation Tracker
o Liaise with rates departments to ensure proper payment processing
o Manage change of tenancies with relevant parties
* General Administrative Tasks
o Provide professional customer service as the first point of contact
o Manage meetings and diaries for the Estates Director
o Manage on-site occupancy and vacancy database
o Provide analytical support, including footfall figures and sales data
o Maintain office supplies and manage meeting room bookings
o Updating and maintaining Vision
o Submit Health and Safety reports
o Take notes and minutes during meetings
o Manage the first stage approvals on contractor tracker
o Responsible for Occupier Communications
o Liaise with tenants regarding advertising spots in the car park light boxes, negotiating terms
o Liaise with tenants when vacating a unit, ensure keys are returned, arrange access to units for viewings, and coordinate with future tenants and agents
o Maintain occupier keyholder database and information for emergency evacuation grab bags
Qualifications and Experience
* Strong numeracy skills with experience in financial monitoring and management
* Maths and English GCSE/O Level or equivalent
* Relevant vocational qualifications (e.g., NVQ/SNVQ)
* Relevant finance and office administration experience
* Proficiency in Microsoft Office suite, especially Excel, Word, Outlook
* Excellent communication and customer relations skills
Competencies and Attributes
* Exceptional organisational skills with the ability to work independently
* Strong interpersonal skills to interact effectively with diverse stakeholders
* Ability to multitask and prioritise in a fast-paced environment
* Attention to detail and commitment to accuracy
* Discretion in handling sensitive and confidential information
* Proactive approach and ability to work well within a team
If you have a passion for excellence in finance and administration, we encourage you to apply for this exciting opportunity to contribute to The Mailbox team.
Details
* Seniority level: Associate
* Employment type: Full-time
* Job function: Sales and Management
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