- To act as JLL site manager on a Saturday on rotation with the wider centre team. This equates to one Saturday a month
- To assist the CM in maintaining communication with all key stakeholders, customers, and tenants
- Answering the telephone and professionally dealing with all queries and complaints
- Provide a customer facing approach to all enquiries at the centre management office often as the first point of contact for visitors
- Take notes and produce minutes of meetings as required
- Archiving and record keeping of Retail Liaison figures/information
- Management, collection & knowledge of all data and information regarding centre retailer performance on reporting documents/spreadsheets
- Support with the collection of retailers annual turnover certificates
- Establish relationships with retailers, area managers and head offices to provide them with a regular informative review of trading performance
- 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
- 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
- To induct new retailers onto site ensuring they are aware of the policies and procedures in place
- To take, monitor, record and report all site utility meter readings and consult with Utility Management provider on new tenants
- To provide financial administration of all JLL accounts systems
- Check accuracy of invoices and code on Proactis
- To be responsible for maintaining JLL Supplier Set-up
- Liaise with suppliers, contractors and AP Accounts team on all invoicing queries and ensure these are resolved in a timely manner
- Liaise with JLL Credit Control team to collect tenant arrears
- To manage site commercialisation income
- Monitor, action and approve invoices received from Property serve
- Ensure all utility payments are up to date
- Ensure all business rates payments are up to date and complete the monthly rates tracker spreadsheet
- 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
- To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates
- To assist and manage environmental compliance and maintaining ISO14001 status
- To assist and manage all JLL systems and databases as required for the running of the Centre
- 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)
- Fire Warden Duties
- Reporting of Incidents to Riskwise. Advise Riskwise of any accidents/incidents on Landlord's property
- Manage occupancy and vacancy database and assist with the management of tenant records
- Maths and English GCSE/ O'Level or equivalent
- Vocational; Qualifications (e.g., NVQ/SNVQ)
- Proven administrative skills with experience of office organisation.
- Demonstrable competence with use of IT, Word, Excel, and Access packages
- Numerate with experience of monitoring and managing invoices and finance via Excel.
- The confidence to establish a dialogue with internal stakeholders.
- Strong customer relations skills and an ability to integrate with a diverse and changing environment.
- Experience in managing and establishing office filing regimes.
- Can take accurate minutes and dictation using shorthand or straight to keyboard
- Strong organisational skills – an ability to work without close supervision and prioritise
- Ability to positively interact with key stake holders
- Strong communication skills, both verbal and written
- Able to work on own initiative, to listen and willingness to learn
- •Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
Centre Administrator - West Midlands, United Kingdom - JLL
1 week ago
Description
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
Financial
H&S/Compliance
Experience Knowledge & Qualifications
Competencies and Attributes
Location:
On-site –West Midlands, GBRIf 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 ) 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.
Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.