Administration Manager

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.  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,