JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Role Objective
The Centre Administrator (CA) will be responsible for providing general administrative support to the Centre Manager (CM), whilst also working closely with the FM Service Providers you will provide administrative support to the team and maintain the smooth running of the Centre Management Office. Delivery will be in line with JLL best practice standards to ensure the highest standards of management to the Centre.
Team Structure
The CA will report to and seek direction from the Centre Manager, taking guidance as appropriate. The CA will also collaborate closely with the client team including the Operations Manager, Property Manager, Surveying Executive and Accounts Team.
Key Responsibilities & Deliverables
General
1. To act as JLL site manager on a Saturday on rotation with the wider centre team. This equates to one Saturday a month
2. To assist the CM in maintaining communication with all key stakeholders, customers, and tenants
3. Answering the telephone and professionally dealing with all queries and complaints
4. Provide a customer facing approach to all enquiries at the centre management office often as the first point of contact for visitors
5. Take notes and produce minutes of meetings as required
6. Archiving and record keeping of Retail Liaison figures/information
7. Management, collection & knowledge of all data and information regarding centre retailer performance on reporting documents/spreadsheets
8. Support with the collection of retailers annual turnover certificates
9. Establish relationships with retailers, area managers and head offices to provide them with a regular informative review of trading performance
10. Provide the Centre Manager and team with periodic reporting of retail performance and centre statistics, present the monthly trading performance to the client and leasing agents
11. To be responsible for the Tenant Handbook, Major Incident Plan and the emergency contact database, ensuring this is kept updated with JLL best practice and procedures in conjunction with Landlord requirements
12. To induct new retailers onto site ensuring they are aware of the policies and procedures in place
13. To take, monitor, record and report all site utility meter readings and consult with Utility Management provider on new tenants
Financial
14. To provide financial administration of all JLL accounts systems
15. Check accuracy of invoices and code on Proactis
16. To be responsible for maintaining JLL Supplier Set-up
17. Liaise with suppliers, contractors and AP Accounts team on all invoicing queries and ensure these are resolved in a timely manner
18. Liaise with JLL Credit Control team to collect tenant arrears
19. To manage site commercialisation income
20. Monitor, action and approve invoices received from Property serve
21. Ensure all utility payments are up to date
22. Ensure all business rates payments are up to date and complete the monthly rates tracker spreadsheet
23. To manage the Car Park systems ensuring that retailer parking is up to date and the cash collections and credit card statements are logged and reported via JLL accounts
H&S/Compliance
24. To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates
25. To assist and manage environmental compliance and maintaining ISO14001 status
26. To assist and manage all JLL systems and databases as required for the running of the Centre
27. Update and pursue information regarding Tenant Trackers for tenants Health and Safety information (Fire Risk Assessment/5-year hard wire certificates/Waste Transfer notes etc)
28. Fire Warden Duties
29. Reporting of Incidents to Riskwise. Advise Riskwise of any accidents/incidents on Landlord’s property
30. Manage occupancy and vacancy database and assist with the management of tenant records
Experience Knowledge & Qualifications
31. Maths and English GCSE/ O’Level or equivalent
32. Vocational; Qualifications (e.g., NVQ/SNVQ)
33. Proven administrative skills with experience of office organisation.
34. Demonstrable competence with use of IT, Word, Excel, and Access packages
35. Numerate with experience of monitoring and managing invoices and finance via Excel.
36. The confidence to establish a dialogue with internal stakeholders.
37. Strong customer relations skills and an ability to integrate with a diverse and changing environment.
38. Experience in managing and establishing office filing regimes.
39. Can take accurate minutes and dictation using shorthand or straight to keyboard
Competencies and Attributes
40. Strong organisational skills – an ability to work without close supervision and prioritise
41. Ability to positively interact with key stake holders
42. Strong communication skills, both verbal and written
43. Able to work on own initiative, to listen and willingness to learn
44. •Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
Location:
On-site –West Midlands, GBR
If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email or call + 44 ( 0 ) 20 7399 5010 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our page > I want to work for JLL.
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