Job Description
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. What this opportunity involves: As Administration Coordinator, you'll lead the administrative backbone of a bustling retail centre, overseeing all operational, financial, and tenant administration functions that keep the property running seamlessly. This is a multifaceted leadership role where you'll manage reception and office operations, coordinate complex lease administration processes, and ensure meticulous financial reporting and compliance. You'll serve as a key partner to the Centre Manager and Operations Manager, taking ownership of tenant relations, contract management, and the accuracy of all centre documentation and databases. At JLL,



we embrace more innovative ways of working and prioritize opportunities to strengthen and advance your career, and in this position, you'll have the autonomy to drive process improvements while mentoring team members and fostering excellence in service delivery. What sets JLL apart is our culture of collaboration, locally and across the globe, and you'll exemplify this by building strong relationships with tenants, vendors, and stakeholders to create positive outcomes for all parties. Your strategic oversight will ensure financial accuracy, operational efficiency, and an exceptional experience for everyone who interacts with the centre.

Key Responsibilities
include:
- Lead front-of-house operations and reception management, ensuring exceptional customer service delivery while coordinating communications between security, cleaning staff, tenants, and contractors
- Oversee comprehensive tenant and contractor record management across multiple systems, ensuring all leases, licenses, bank guarantees, contracts, compliance documentation, and correspondence are maintained with complete accuracy
- Manage the end-to-end monthly rent roll and billing process, monitor all rent reviews per lease terms, pursue outstanding tenant arrears, and ensure all recoverable costs are accurately billed within required timeframes
- Direct the accounts payable process including invoice coding, purchase order creation and matching, vendor payment monitoring,



and coordination with the Accounts Manager on monthly accruals
- Take ownership of lease administration including monitoring lease and license expiries, completing validations, issuing notices to tenants within statutory timeframes, and conducting tenant reconciliations with meticulous attention to detail
- Draft and coordinate centre communications, memos, and newsletters for management approval, maintaining clear and professional information flow to all retailers and stakeholders
- Ensure vendor performance and contract compliance, monitoring contract expiries and initiating re-procurement processes in conjunction with the Operations Manager to keep services on time and within budget
- Maintain and continuously improve the Centre Procedures Manual, office archives, and all centre databases to support productive operations and meet corporate and client reporting deadlines
- Support the marketing function by coordinating centre promotions and activities, while conducting regular visual inspections to maintain property presentation standards and provide actionable feedback to the management team Sounds like you? This is what we're looking for:
- Proven experience in administration management or senior administrative roles within retail property management, commercial real estate, or similar operational environments
- Strong financial management capabilities with demonstrated experience overseeing rent rolls, lease administration, accounts payable/receivable functions, and tenant billing processes
- Advanced proficiency in Microsoft Excel and property management systems, with the ability to track complex financial components, analyze data, and ensure complete accuracy in reporting
- Exceptional organizationa

📌 Administration Coordinator (Ballarat)
🏢 Jll
📍 Ballarat