Centre Administrator

  • Jones Lang LaSalle
  • Manchester, UK
  • Jul 08, 2019
Job - Full time Aerospace engineering Astronomy Biology Computer Science Chemical engineering Engineering Health Science Life Science Mathematics Medical Sciences Chemistry Civil engineering Physics Psychology Social Science Teaching/Academics Technology Veterinary medicine

Description

The Centre Administrator (CA) will be responsible for providing financial and general administrative support to the Centre Manager and Facilities Manager whilst also working closely with the Retail Management Surveying Team.  The CA will provide administrative support to the team and assist with 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 work in a number of virtual teams within the client focused teams of Asset and Property Managers, Surveying Executives and Client Accountants.  

KEY RESPONSIBILITIES AND DELIVERABLES 

General Office Duties

  • Office management – maintain accurate filing systems of all relevant administrative paperwork
  • Ordering stationery, office supplies, maintaining performance of IT and telephone systems
  • Answering telephone calls and professionally dealing with all queries and complaints
  • Efficient management of the shopping centre in the absence of the Centre Manager 

Operational

  • Deal with contractor queries and issue permits to work
  • Log and appropriately file all contractor work permits
  • Work closely with Facilities Manager to support contract staff in delivering exceptional service
  • Maintain a void unit schedule, monitoring weekly checks for any defects or maintenance 

Financial

  • Liaising with suppliers and head office with regards to prompt payment of invoices
  • Process, record and file all authorised invoices, ensuring they are accurately coded and forwarded to the Centre Manager for approval on Yardi accounts system within the agreed time frame
  • Close monitoring of administrative expenditure on a continual basis including maintaining accurate records of expenditure ensuring it remains within budget
  • Reconcile weekly and monthly car park income and expenditure 

Reporting

  • Assist in collating accurate and relevant information to assist the Centre Manager with preparation of quarterly management reports 

Car Park Management

  • Arrange regular cash collections with JLL approved supplier, reconciliation of cash collection reports and query any variance of 10% or greater with the supplier
  • Liaise with JLL Accounts team to provide monthly income reporting from cash collections
  • Efficiently operate and manage a contract car park permit system ensuring payments are made in accordance with JLL requirements
  • Process invoices to car park permit holders where necessary
  • Reconciliation of monthly income from car park permit holders
  • Produce monthly income and expenditure report for CM and Surveyor review
  • Provide monthly reports on car park usage
  • Log all car park system failures 

Marketing

  • Assist Marketing team and Centre Manager in all areas of centre marketing and events.  

Commercialisation

  • Management of the centre’s ad-hoc commercialisation, including liaison with marketing and charities for use of space for promotional exhibitions and events
  • Ensure all promotions comply with the strict health and safety policy of the centre
  • Maintain accurate records and submit reconciliation of ad-hoc income to the Centre Manager for approval and forward to Client Accountant/Surveyor 

Tenant Liaison

  • Liaise closely with tenants and be on hand to assist with any queries
  • Arrange, attend and take minutes at tenant meetings
  • Collate tenant trading information 

Utilities

  • Collate and record monthly utility readings and close monitoring of energy usage, recycling and waste records 

Risk Management

  • To take care for the Health & Safety of yourself and of other persons who might be affected by your acts or omissions at work
  • To familiarise yourself with JLL’s health, safety, welfare, fire and environmental arrangements and attend training courses as necessary and appropriate to fulfil your role
  • To co-operate with JLL in so far as is necessary to enable JLL to comply fully and at all times with its legal duties regarding health, safety, environmental and welfare matters
  • Retain and continually update the accident log, reporting any RIDDOR or near misses to the Centre Manager for input onto the Risk Management Platform 

REQUIRED QUALIFICATIONS, SKILLS AND EXPERIENCE

  • Maths and English GCSE/O’Level or equivalent
  • Vocational Qualifications (e.g. NVQ/SNVQ)
  • Proven administrative skills with experience of office organization
  • Demonstrable competence with use of IT, Microsoft Office packages including Word, Excel, Powerpoint
  • Numerate with experience of monitoring and managing invoices and finance
  • The confidence to establish a dialogue with anyone internal or external to the business
  • 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 

COMPETENCIES AND ATTRIBUTES

  • Strong organisational skills – an ability to work without close supervision and prioritise
  • Ability to positively interact with key stakeholders
  • 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 sensitive and confidential information
  • Ability to multi-task in a fast-moving environment  

Experience level of the applicant we want

Some work experience, Graduate