Assistant Retail Manager/ 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.

The Role: Assistant Retail/Administration Manager will be in charge of purchasing of office stationary in line with budget and as required; and maintain and ensure tenant and contractor records and files are relevant and are updated onto the site-specific filing system, including public liability details, tenant files, lease and license agreements, bank guarantees, contracts and correspondence. 

Duties include but are not limited to:

Administration 

• Maintain tenant files on JLL based document management systems.
• Maintain and update all centre databases including emergency services, after hour’s 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.  Approval must be provided by Centre Manager before distributing. 
• 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 issued to tenants within relevant timeframes.
• Generate monthly report and distribute to stakeholders once completed by the team.

Finance 

• 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 – strong Excel experience.
• 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.

Casual Mall Leasing 

• 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

General Office / Reception 

• 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.

General 

• 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;
• Any other duties as directed by the nominated Centre Manager, client or senior staff.

What you will bring:

• 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

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!

What to expect from us:

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. 

Location:

On-site –Sydney, NSW

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 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.