Administration Manager

JLL empowers you to shape a brighter way.  

Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Shaping the future of real estate for a better world 

 At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working. 

We bring to life a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way. 

JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat. 

Duties include but are not limited to:

Reception/General office duties:

• Liaise with security and cleaning staff via two-way radio to manage general communications, and incidents as reported and as appropriate

• Continually review, update and maintain the Centre Procedures Manual.

• Drafting centre memos and communications to retailers on behalf of the Centre Manager, Operations Manager or otherwise directed by the Centre Manager.

• Be the front of office/ reception contact / allowing for effective running of the reception and customer service delivery

Administration

• Maintain and ensure tenant and contractor records and files are updated and uploaded onto the site specific filing system and client server, including public liability details, tenant files, leases, bank guarantees, contracts and correspondence.

• Maintain tenant files on JLL based document and client server management systems.

• Maintain and update all centre databases including emergency services, after hours contracts, internal, external and corporate contact lists.

• Maintain all office equipment and liaise with IT where needed.

• Draft general memos and centre newsletters, letters and emails as directed by the Centre Manager (Approval must be provided by Centre Manager before distributing).

• Maintain office archives and filing (both digital and hard copy).

• Assist in the monthly review of the Tenancy Schedule ensuring 100% accuracy

• Ensure all validations of leases/licenses are completed in a timely manner for Centre Manager signoff.

• Ensure expiry of Leases and Licences are well monitored and ensure that notices issued to tenants within relevant timeframes alongside the Centre Manager.

Finance / Lease Administration

• Prepare and attend to banking processes in conjunction with Accounts Manager.

• Manage monthly rent roll and billings process, with sign off from the Centre Manger

• Monitor all rent reviews and ensure completed as per Leases in conjunction with Centre Manager.

• Assist in pursuit and receipt of outstanding tenant arrears in conjunction with Centre Manager.

• Receive and record rental payments in conjunction with Centre Manager.

• Monitor all supplier invoice payments and file  in conjunction with Centre and Operations Managers.

• Maintain and update monthly tenant sales records and follow up and record annual tenant audited sales statements.

• Creation of Purchase Orders for Centre contractors  in conjunction with Centre and Operations Managers.

• Processing of accounts payable invoices, coding and matching to Purchase Orders prior to submitting to Accounts for payment

• Ensure all recoverable costs under the Lease Agreement are accurately billed to the tenants within required time frames;

• Prepare sundry charges for the recovery of tenant costs relating to Electricity, Extended Trading and Miscellaneous/Lease specific costs;

• Assist in preparation, correlation, and distribution of monthly reports to relevant stakeholders

• Management of in office petty cash system, with instruction from Centre Manager

• Annual and ad-hoc setting up of creditors and contracts in-line with Budgets;

• Assist in manage tenant reconciliations and allocations

• Ensure vendors are well-managed, delivering services on time and within budget.

• Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed in conjunction with Operations Manager

• Where required undertake reconciliations and account reviews with high attention to detail to ensure accurate information regarding tenant account status is presented to the client at all times

• Assist the Accounts Manager with monthly accrual process

Marketing

• Assist the Marketing Manager with preparation of Centre promotions and activities as required

Public Relations

• Provide friendly assistance to tenants, the landlord, customers and colleagues at all times via phone, email, and in person.

• Be aware of centre activities and promotions, and assist where required

• Provide professional assistance to all tenants regarding accounts, rents, payment and other lease requirements.

• Assist the Management team in maintaining the presentation standards of the properties through visual inspections and providing feedback.

Admin Other

• Provide assistance to the team to ensure corporate and client reporting deadlines and KPI’s are met;

• Manage and maintain on-site documentation pertaining to building supplied manuals, fit-out guides, tenancy house rules, plans and compliance documentation.

• Assist in correlation and distribution of information for audits and compliance as required.

• Other duties as reasonably requested from time to time by the Centre Manager, Operations Manager or the client

Sounds like you? We are looking for:

Personal Effectiveness 

• Sets stretch targets, and rigorously monitors and manages individual performance

• Sees beyond the boundaries of division or role, proactively leading and engaging in collaborative working culture to drive performance excellence

• Can take initiative and is self-motivated to deliver thorough and effective reporting to the client via the Centre Manager

• Has a high level of efficiency working in Excel tracking various financial components or retail and asset performance  

• Demonstrates a high attention to detail when it comes to all financial matters and adherence to the client's budgets  

• Demonstrate organisational capabilities with peers

• Monitors progress against own performance measures and achieve results with regular consultation from their direct supervisor

• Initiates own pathways and development, and creation of more effective working methodology/business practice

Decision Making 

• Can make tough decisions and solution-based recommendations to clients to resolve problems and/or improve operations and asset value

• Actively searches out improvement and learning opportunities and empowers the relevant team members (and self) to implement them 

• Relationship Building 

• Promote open, constructive, and collaborative relations with superiors, subordinates, peers, clients and client's stakeholders 

• Builds and maintains strong working relationships with retailers to achieve positive outcomes 

• Gains respect of JLL people, clients, and where appropriate with the broader business community 

Communication 

• Regularly communicates plans and performance in a clear and motivational manner to employees and client contacts 

• Provides insight on key issues to line manager to foster positive client relationships  

• Listens effectively and communicates through actions and example 

Benefits:

• Great employee discounts off fitness, wellbeing & other renowned brands

• 18 weeks paid maternity leave 

• Private Health Insurance Discounts

• Active Social Club

• Employee assistant program

• Novated Lease for EV cars

• Paid time off for volunteer work

• Career Opportunities with Australia's #1 Commercial Real Estate firm

• Premium offices

What you can expect from us:  

You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you. 

As an organisation, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce. 

Interested candidates, please apply following the link below quoting job reference number ABREQ527136

Location:

On-site –Ballarat, VIC

If 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 [email protected]. 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.