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.

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.

Duties include but are not limited to:Reception/General office duties:

Liaise with security and cleaning staff via two-way radio to manage general communications, and incidents as reported and as appropriate

Continually review, update and maintain the Centre Procedures Manual.

Drafting centre memos and communications to retailers on behalf of the Centre Manager, Operations Manager or otherwise directed by the Centre Manager.

Be the front of office/ reception contact / allowing for effective running of the reception and customer service delivery

Administration

Maintain and ensure tenant and contractor records and files are updated and uploaded onto the site specific filing system and client server, including public liability details, tenant files, leases, bank guarantees, contracts and correspondence.

Maintain tenant files on JLL based document and client server 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 Centre Manager (Approval must be provided by Centre Manager before distributing).

Maintain office archives and filing (both digital and hard copy).

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 signoff.

Ensure expiry of Leases and Licences are well monitored and ensure that notices issued to tenants within relevant timeframes alongside the Centre Manager.

Finance / Lease Administration

Prepare and attend to banking processes in conjunction with Accounts Manager.

Manage monthly rent roll and billings process, with sign off from the Centre Manger

Monitor all rent reviews and ensure completed as per Leases in conjunction with Centre Manager.

Assist in pursuit and receipt of outstanding tenant arrears in conjunction with Centre Manager.

Receive and record rental payments in conjunction with Centre Manager.

Monitor all supplier invoice payments and file in conjunction with Centre and Operations Managers.

Maintain and update monthly tenant sales records and follow up and record annual tenant audited sales statements.

Creation of Purchase Orders for Centre contractors in conjunction with Centre and Operations Managers.

Processing of accounts payable invoices,



coding and matching to Purchase Orders prior to submitting to Accounts 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/Lease specific costs;

Assist in preparation, correlation, and distribution of monthly reports to relevant stakeholders

Management of in office petty cash system, with instruction from Centre Manager

Annual and ad-hoc setting up of creditors and contracts in-line with Budgets;

Assist in manage tenant reconciliations and allocations

Ensure vendors are well-managed, delivering services on time and within budget.

Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed in conjunction with Operations Manager

Where required undertake reconciliations and account reviews with high attention to detail to ensure accurate information regarding tenant account status is presented to the client at all times

Assist the Accounts Manager with monthly accrual process

Marketing

Assist the Marketing Manager with preparation of Centre promotions and activities as required

Public Relations

Provide friendly assistance to tenants, the landlord, customers and colleagues at all times via phone, email, and in person.

Be aware of centre activities and promotions, and assist where required

Provide professional assistance to all tenants regarding accounts, rents, payment and other lease requirements.

Assist the Management team in maintaining the presentation standards of the properties through visual inspections and providing feedback.

Admin Other

Provide assistance to the team to ensure corporate and client reporting deadlines and KPI’s are met;

Manage and maintain on-site documentation pertaining to building supplied manuals, fit-out guides, tenancy house rules, plans and compliance documentation.

Assist in correlation and distribution of information for audits and compliance as required.

Other duties as reasonably requested from time to time by the Centre Manager, Operations Manager or the client

Sounds like you? We are looking for:

Personal Effectiveness

Sets stretch targets, and rigorously monitors and manages individual performance

Sees beyond the boundaries of division or role, proactively leading and engaging in cooperative working culture to drive performance excellence

Can take initiative and is self-motivated to deliver thorough and effective reporting to the client via the Centre Manager

Has a high level of efficiency working in Excel tracking various financial components or retail and asset performance

Demonstrates a high attention to detail when it comes to all financial matters and adherence to the client's budgets

Demonstrate organisational capabilities with peers

Monitors progress against own performance measures and achieve results with regular consultation from their direct supervisor

Initiates own pathways and development, and creation of more effective working methodology/business practice

Decision Making

Can make tough decisions and solution-based recommendations to clients to resolve problems and/or improve operations and asset value

Actively searches out improvement and learning opportunities and empowers the relevant team members (and self) to implement them

Relationship Building

Promote open,



constructive, and collaborative relations with superiors, subordinates, peers, clients and client's stakeholders

Builds and maintains strong working relationships with retailers to achieve positive outcomes

Gains respect of JLL people, clients, and where appropriate with the broader business community

Communication

Regularly communicates plans and performance in a clear and motivational manner to employees and client contacts

Provides insight on key issues to line manager to foster positive client relationships

Listens effectively and communicates through actions and example

Benefits:

Great employee discounts off fitness, wellbeing & other renowned brands

18 weeks paid maternity leave

Private Health Insurance Discounts

Active Social Club

Employee assistant program

Novated Lease for EV cars

Paid time off for volunteer work

Career Opportunities with Australia's #1 Commercial Real Estate firm

Premium offices

What you can expect from us:

You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

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 regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. 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.

Interested candidates, please apply following the link below quoting job reference number ABREQ527136

If this 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.

📌 Administration Manager (Ballarat)
🏢 Jll
📍 Ballarat