Centre Administrator

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.Job Title:Centre Administrator - The GalleriesDivision:Property and Asset ManagementReporting to:Centre ManagerOBJECTIVE OF ROLEThe Centre Administrator (CA) will be responsible for providing general administrative support to the Centre Manager (CM). Duty management responsibilities and acting as the JLL site manager in the absence of the 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 STRUCTUREThe CA will report to and seek direction from the Centre Manager, taking guidance as appropriate. The CA will also work closely with the client team including the property manager, surveying executive and accounts team.KEY RESPONSIBILITIES AND DELIVERABLESGeneral,To act as JLL site manager in the centre managers absenceTo assist the CM in maintaining communication with all key stakeholders, customers and tenantsAnswering the telephone and professionally dealing with all queries and complaintsArranging meetings for and on behalf of the Centre Manager and keeping diaries updatedProvide a customer facing approach to all enquiries at the centre management office often as the first point of contact for visitorsTake notes and produce minutes of meetings as requiredCarry out all typing, photocopying and filing requirements for the Centre Manager. To ensure that all electronic filing is backed -up and filing protocols are followedArchiving and record keepingRetail LiaisonManagement, collection & knowledge of all data and information regarding centre retailer performance on reporting documents/spreadsheetsWhere possible and where relationships allow, support with the collection of retailers annual turnover certificatesEstablish a productive relationship with retailers, area managers and head offices to provide them with a regular informative review of trading performanceProvide the Centre Manager and team with periodic reporting of retail performance and centre statistics, present the monthly trading performance to the client and leasing agentsMarketingCollaborate with the centre marketing agency and retailers to develop consumer facing marketing responses to trading performanceUndertake social media postings in support of individual retailer campaigns along with general brand messaging.Generally manage centre communication with the retailers and support the retailer newsletter and other communication documents for store managers and staff in partnership with the centre marketing agency.Encourage retailer participation in centre initiatives through the marketing team and assist the marketing team to collect feedback after events, attend centre marketing eventsInput information onto Experian Footfall Data system and enter weather and events taking place in the CentreFinancialTo provide administrative and financial support to the Centre Management TeamDeal with urgent invoices etc and progress to JLL for paymentTrack Tenants Car park payments and income.H&S/ComplianceTo be responsible for maintaining a full contract database, including copies of contracts and insurance certificatesTo be responsible for maintaining environmental compliance and maintaining ISO14001 statusManage all JLL systems and databases as required for the running of the CentreUpdate 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 DutiesReporting of Incidents to Vision. Advise Vision of any accidents/incidents on Landlord's property.Manage occupancy and vacancy database and assist with the management of tenant recordsExperience Knowledge & QualificationsMaths and English GCSE/ O'Level or equivalentVocational; Qualifications (e.g. NVQ/SNVQ)Proven administrative skills with experience of office organisationDemonstrable competence with use of IT, Word, Excel and Access packagesNumerate with experience of monitoring and managing invoices and finance via ExcelThe confidence to establish a dialogue with anyone internal or external to the businessStrong customer relations skills and an ability to integrate with a diverse and changing environmentExperience in managing and establishing office filing regimesCan take accurate minutesCompetencies and AttributesStrong organisational skills - an ability to work without close supervision and prioritiseAbility 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 informationAbility to multi-task in a fast-moving environmentIf this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements below. We're interested in getting to know you and what you bring to the table!Personalized benefits that support personal well-being and growth:JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.About JLL -We're JLL-a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.