We are currently recruiting for a Finance & Office Administrator at our exciting client site, one of the largest mixed-use destinations outside of London. This role will be responsible for providing comprehensive financial and general administrative support, ensuring the highest standards of management in line with JLL best practices. It offers an exciting opportunity to contribute to the efficient running of a service charge budget and interact with various stakeholders in a fast-paced environment.
Reporting Structure: You will report directly to the Estates Director and work closely with the on-site management team and JLL colleagues in surveying, accounts payable, client accounts, and the service charge team.
What this job involves:
As our Finance & Data Administrator, you will play a pivotal role in the seamless financial operations of our bustling mixed-use destination. You will be a key point of contact, ensuring the highest standards of financial management and general administrative support. Your responsibilities will include managing a service charge budget, processing invoices, reconciling accounts, and providing crucial analytical support.
Financial Administration:
* Manage the administration of the service charge budget and all JLL and on-site accounts systems
* Process insurance claims and allocate refunds
* Handle supplier payment queries and ensure timely payments
* Process service charge and landlord expenditure invoices and purchase orders
* Monitor centre's bank balance and manage finance requests
* Track and reconcile invoices, update budget trackers, and manage year-end reconciliations
* Set up new suppliers and maintain financial records
Utility Administration:
* Record occupier utility meter readings and manage related queries
* Support the Operations Manager in tracking energy usage of on-site units
* Liaise with utility brokers to arrange change of tenancies with utility suppliers
Rates Administration:
* Maintain and monitor the Rates Mitigation Tracker
* Liaise with rates departments to ensure proper payment processing
* Manage change of tenancies with relevant parties
General Administrative Tasks:
* Provide professional customer service as the first point of contact
* Manage meetings and diaries for the Estates Director
* Manage on-site occupancy and vacancy database
* Provide analytical support, including footfall figures and sales data
* Maintain office supplies and meeting room bookings
* Update and maintain Vision
* Submit Health and Safety reports
* Take notes and minutes during meetings
* Manage first stage approvals on contractor tracker
* Responsible for occupier communications
* Liaise with tenants regarding advertising spots and unit vacatings, including negotiating terms and managing keys
* Maintain occupier keyholder database and emergency evacuation information
Qualifications and Skills:
* 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, especially Excel, Word, Outlook
* Excellent communication and customer relations skills
Competencies and Attributes:
* Exceptional organisational skills and ability to work independently
* Strong interpersonal skills for effective stakeholder interaction
* Ability to multitask and prioritize in a fast-paced environment
* Attention to detail and accuracy
* Discretion with sensitive information
* Proactive team player
If you are passionate about finance and administration, we encourage you to apply and contribute to the success of The Mailbox team.
Our people at JLL and JLL Technologies are shaping the future of real estate by combining world-class services, advisory, and technology. We are committed to hiring talented individuals and providing them with opportunities to thrive and grow.
The Mailbox is a landmark mixed-use asset in Birmingham City Centre, offering office, leisure, retail, residential, and hotel spaces. It continues to attract new occupiers and has undergone recent significant enhancements.
Jones Lang LaSalle (JLL) is a leading global real estate and investment management services firm. We prioritize the security of personal information collected during our recruitment process and retain data only as long as necessary for legitimate purposes.
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