Office Administration Manager at JLL

We 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 systems
• Process insurance claims and allocate refunds
• Handle supplier payment queries and ensure timely payments
• Process service charge and landlord expenditure invoices and purchase orders
• Monitor centre's bank balance and manage finance requests
• Track and reconcile invoices, update budget trackers, and manage year-end reconciliations
• Set up new suppliers and maintain financial records

Utility Administration:

• Record occupier utility meter readings and manage related queries
• Supporting the Operations Manager in tracking the energy usage of the on-site units
• Liaise with utility broker to arrange change of tenancies with utility suppliers

Rates Administration:

• Maintain and monitor the Rates Mitigation Tracker
• Liaise with rates departments to ensure proper payment processing
• Manage change of tenancies with relevant parties

General Administrative Tasks:

• Provide professional customer service as the first point of contact
• Manage meetings, diaries, for the Estates Director
•  Manage on-site occupancy and vacancy database
• Provide analytical support, including footfall figures and sales data
• Maintain office supplies and manage meeting room bookings
• Updating and maintaining Vision
• Submit Health and Safety reports
• Take notes and minutes during meetings.
• Manage the first stage approvals on contractor tracker
• Responsible for Occupier Communications
• Liaise 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 returned
•  Maintain occupier keyholder database and information for emergency evacuation grab bags

Required Qualifications and Experience:

• Strong numeracy skills with experience in financial monitoring and management
• Maths and English GCSE/O Level or equivalent
• Relevant vocational qualifications (e.g., NVQ/SNVQ)
• Relevant finance and office administration experience
• Proficiency in Microsoft Office suite, especially Excel, Word, Outlook
• Excellent communication and customer relations skills

Competencies and Attributes:

• Exceptional organisational skills with the ability to work independently
• Strong interpersonal skills to interact effectively with diverse stakeholders
• Ability to multitask and prioritise in a fast-paced environment
• Attention to detail and commitment to accuracy
• Discretion in handling sensitive and confidential information
• Proactive approach and ability to work well within a team