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About the Role

The Assistant Retail/Administration Manager will be responsible for purchasing office supplies within budget, maintaining tenant and contractor records, and ensuring all files are up-to-date on the site-specific filing system. This includes managing public liability details, tenant files, lease and license agreements, bank guarantees, contracts, and correspondence.

Responsibilities

• Maintain tenant files on JLL based document 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 various Managers.
• Maintain office archives.
• 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/ Finance Manager signoff.
• Ensure expiry of Leases and Licences are well monitored and ensure that notices are issued to tenants within relevant timeframes.
• Generate monthly report and distribute to stakeholders once completed by the team.
• Prepare and attend to banking processes.
• Manage the collection of arrears.
• Receive and record rental payments.
• Raising of purchase orders.
• Monitor all supplier invoice payments and file.
• Assist Marketing Manager to maintain and update monthly tenant sales records and follow up and record annual tenant audited sales statements.
• Processing of accounts payable invoices, coding and matching to Purchase Orders prior to submitting to Head Office 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 costs.
• Assist in preparation and correlation of monthly reports.
• Annual and ad-hoc setting up of creditors and contracts in-line with Budgets.
• Assist in manage tenant reconciliations and allocations.
• Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed in conjunction with Operations Manager.
• Preparation of accounts for the annual Outgoings Audit.
• Preparation and sending out of annual Outgoings and the preparation of annual outgoings washup to be sent to tenants.
• Manage the weekly CML bookings including directing cleaners/security with set up instructions.
• Monitor client set ups and report to CML.
• Liaise with clients to ensure they adhere to CML requirements and centre rules.
• Maintain and update community bookings and associated correspondence.
• Assist the Centre Manager with monthly CML accrual process.
• Manage other third line revenue streams such as Mall Media and licenses to maximize client income.
• Manage aspects of front desk operations including vetting all incoming calls and face to face enquiries and directing and delegating to the appropriate personnel.
• Daily processing of incoming and outgoing mail items.
• Maintain and manage various front desk registers and log books, including lost property, wheelchair hire, tenant and customer complaints.
• Liaise with security and cleaning staff via two-way radio to manage incidents as reported and as appropriate.
• Provide assistance to the team to ensure corporate and client reporting deadlines and KPI’s are met.
• Develop relationships with retailers.
• Assist in correlation of information for audits and compliance as required.
• Perform any other duties as directed by the nominated Centre Manager, client or senior staff.

Requirements

• Must have an excellent knowledge of MRI and Excel workbook and must be able to complete reconciliations of tenant accounts.
• Must demonstrate organisational capabilities with peers.
• Sets targets for self, and monitors and manages own performance with the guidance from their direct supervisor.
• Monitors progress against own performance measures and achieves results with regular consultation from their direct supervisor.
• Leads by example and makes suggestions for solutions that resolve problems or improve operations.
• Conducts open, collaborative relations with superiors, peers & clients.
• Gains respect of JLL colleagues and clients.
• Communicates effectively with superiors, peers and clients.
• Listens effectively and communicates through actions and example.
• Demonstrates strong customer focus, including strong relationships with retailers, customers and clients.
• Previous administration and accounts experience required.
• Due to the operational requirements of the Centre, this is a site-based role.

Skills

• MRI
• Excel workbook
• Tenant account reconciliation
• Organizational capabilities
• Performance management
• Problem-solving
• Collaboration
• Effective communication
• Active listening
• Customer focus
• Retailer relationship management
• Administration
• Accounts management

Location

• On-site – Sydney, NSW

Work Type

• On-site

Experience Level

• Previous administration and accounts experience required

Benefits

• 18 weeks paid parental leave for Primary Carer after 6 months of service
• Private Health Insurance Discounts
• Gym & Wellbeing Discounts
• Employee assistance program
• Health & Beauty Discounts
• Novated Lease for EV Cars
• ‘You Days’ – 2 extra leave days!

About the Company

• 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.
• 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.
• For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.
• For additional details please see our career site pages for each country.

Equal Opportunity

• 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 and building an inclusive workplace.
• This is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies.
• We support applications from all underrepresented groups, including Aboriginal and Torres Strait Islanders, LGBT+, people with disability and people of all age, religions, and race.
• 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.
• 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 HRSCLeaves@jll.com.
• 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.