Admin Manager (Retail)

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.

Assistant Retail/Administration Manager will be in charge of purchasing of office stationary in line with budget and as required; and maintain and ensure tenant and contractor records and files are relevant and are updated onto the site-specific filing system, including public liability details, tenant files, lease and license agreements, bank guarantees, contracts and correspondence.  Duties include but are not limited to: Administration  Maintain tenant files on JLL based document management systems. Maintain and update all centre databases including emergency services, after hour’s 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 various Managers.  Approval must be provided by Centre Manager before distributing.  Maintain office archives. 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/ Finance Manager signoff.  Ensure expiry of Leases and Licences are well monitored and ensure that notices issued to tenants within relevant timeframes. Generate monthly report and distribute to stakeholders once completed by the team. Finance  Prepare and attend to banking processes. Manage the collection of arrears. Receive and record rental payments. Raising of purchase orders. Monitor all supplier invoice payments and file. Assist Marketing Manager to maintain and update monthly tenant sales records and follow up and record annual tenant audited sales statements. Processing of accounts payable invoices, coding and matching to Purchase Orders prior to submitting to Head Office 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 costs; Assist in preparation and correlation of monthly reports Annual and ad-hoc setting up of creditors and contracts in-line with Budgets; Assist in manage tenant reconciliations and allocations – strong Excel experience. Ensure expiry of contracts are well-monitored and re-procurement is initiated if needed in conjunction with Operations Manager. Preparation of accounts for the annual Outgoings Audit. Preparation and sending out of annual Outgoings and the preparation of annual outgoings washup to be sent to tenants. Casual Mall Leasing  Manage the weekly CML bookings including directing cleaners/security with set up instructions.  Monitor client set ups and report to CML. Liaise with clients to ensure they adhere to CML requirements and centre rules.  Maintain and update community bookings