Centre Administrator - Property & Asset Management

Jones Lang LaSalle

  • Birmingham
  • Permanent
  • Full-time
  • 24 days ago
JLL empowers you to shape a brighter way.Our people at JLL and JLL Technologies 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 Mailbox comprises a landmark mixed-use asset providing office, leisure and cinema, retail, residential and hotel uses, collectively forming a Birmingham City Centre icon. The Mailbox totals over 1m sq.ft of internal accommodation across a 6.2 acre site and offers an established workplace and lifestyle ecosystem operating 24/7.The estate continues to attract new and interesting occupiers with recent additions including Spaces, the flex office provider who opened a 50,000sq.ft unit in late 2022, Castle Fine Art , Impress, Dermoperfection, En Steak, The Woods, The Mayan and Sixes Cricket Club.The Mailbox was formerly Birmingham’s Head Postal Sorting Office and was substantially redeveloped and extended in the late 1990s and early 2000s to form one of the largest mixed-use buildings in the UK. The building has more recently undergone significant additional multi-million pound alterations and improvements including enclosing the previously open air Mall area, creating the impressive Urban Room in the centre of the asset, and substantial reconfiguration and refurbishment of numerous commercial and leisure spaces building on the Maibox’s successful legacy.Finance & Data Administrator The MailboxWe are currently recruiting for a Finance & Office Administrator at our exciting client site , one of the largest mixed-use destinations outside of London. This role will be responsible for providing comprehensive financial and general administrative support, ensuring the highest standards of management in line with JLL best practices. This role offers an exciting opportunity to contribute to the efficient running of a service charge budget and interact with various stakeholders in a fast-paced environment.Reporting Structure:You will report directly to the Estates Director and work closely with the on-site management team and JLL colleagues in surveying, accounts payable, client accounts, and the service charge team.What this job involves:As our Finance & Data Administrator, you will play a pivotal role in the seamless financial operations of our bustling mixed-use destination. You will be a key point of contact, ensuring the highest standards of financial management and general administrative support. Your responsibilities will include managing a service charge budget, processing invoices, reconciling accounts, and providing crucial analytical support.Key Responsibilities:Financial Administration:Manage the administration of the service charge budget and all JLL and on-site accounts systemsProcess insurance claims and allocate refundsHandle supplier payment queries and ensure timely paymentsProcess service charge and landlord expenditure invoices and purchase ordersMonitor centre's bank balance and manage finance requestsTrack and reconcile invoices, update budget trackers, and manage year-end reconciliationsSet up new suppliers and maintain financial recordsUtility Administration:Record occupier utility meter readings and manage related queriesSupporting the Operations Manager in tracking the energy usage of the on-site unitsLiaise with utility broker to arrange change of tenancies with utility suppliersRates Administration:Maintain and monitor the Rates Mitigation TrackerLiaise with rates departments to ensure proper payment processingManage change of tenancies with relevant partiesGeneral Administrative Tasks:Provide professional customer service as the first point of contactManage meetings, diaries, for the Estates DirectorManage on-site occupancy and vacancy databaseProvide analytical support, including footfall figures and sales dataMaintain office supplies and manage meeting room bookingsUpdating and maintaining VisionSubmit Health and Safety reportsTake notes and minutes during meetings.Manage the first stage approvals on contractor trackerResponsible for Occupier CommunicationsLiaise with tenants regarding advertising spots in the car park light boxes, this includes negotiating terms.Liaise with tenants when vacating a unit, ensuring keys are returned, liaise with future tenants and agents to arrange access to units for viewings, and ensuring keys are returnedMaintain occupier keyholder database and information for emergency evacuation grab bagsRequired Qualifications and Experience:Strong numeracy skills with experience in financial monitoring and managementMaths and English GCSE/O Level or equivalentRelevant vocational qualifications (e.g., NVQ/SNVQ)Relevant finance and office administration experienceProficiency in Microsoft Office suite, especially Excel, Word, OutlookExcellent communication and customer relations skillsCompetencies and Attributes:Exceptional organisational skills with the ability to work independentlyStrong interpersonal skills to interact effectively with diverse stakeholdersAbility to multitask and prioritise in a fast-paced environmentAttention to detail and commitment to accuracyDiscretion in handling sensitive and confidential informationProactive approach and ability to work well within a teamIf you have a passion for excellence in finance and administration we encourage you to apply for this exciting opportunity to contribute to the success of The Mailbox team.Location:On-site –Birmingham, GBRIf this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our page
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Jones Lang LaSalle