Administration Manager, Retail Centre Operations

JLL; Ballarat; On-site; AUD 100,000 - 130,000; Full time

Benefits offered by this job

Great employee discounts

18 weeks paid maternity leave

Private Health Insurance Discounts

Active Social Club

Employee assistance program

Novated Lease for EV cars

Paid time off for volunteer work

Career opportunities with Australia’s

Premium offices

Job summary

JLL is seeking an Administration Manager to lead the admin backbone of a busy retail centre in Ballarat, with responsibility for front‑of‑house operations, lease administration, financial reporting, and tenancy relations. You will mentor staff, improve processes, and partner with the Centre and Operations Managers to deliver outstanding service.

The role requires strong financial and administrative experience in retail property, with advanced Excel skills and familiarity with property management

Qualifications

• Proven experience in administration management or senior administrative roles in retail property management.
• Strong financial management capabilities with experience overseeing rent rolls, lease administration, and invoicing.
• Advanced proficiency in Microsoft Excel and property management systems for reporting.
• Excellent organizational and time management skills to handle multiple priorities.
• Outstanding interpersonal and communication abilities to liaise with tenants and vendors.
• Leadership with ability to coach teams and drive process improvements.
• Understanding of compliance and audit processes with meticulous attention to detail.
• Experience managing administration for shopping centres or retail portfolios is preferred.

Responsibilities

• Lead front‑of‑house operations and reception management, coordinating security, cleaning, tenants and contractors.
• Oversee tenant and contractor record management across multiple systems with complete accuracy.
• Manage end‑to‑end monthly rent roll and billing, monitor rent reviews and arrears, bill recoverables.
• Direct accounts payable, invoice coding, PO creation, and vendor payment coordination.
• Own lease administration, monitor expiries, issue notices, and conduct reconciliations.
• Draft and coordinate centre communications and newsletters for management approval.
• Ensure contract compliance and initiate re‑procurement with the Operations Manager.
• Maintain Centre Procedures Manual, archives and databases for reporting deadlines.
• Support marketing by coordinating centre promotions and conducting inspections.

Skills

Administration management

Financial management

Excel

Property management systems

Organizational skills

Interpersonal communication

Leadership

Compliance knowledge

Lease administration

Stakeholder management

Tools

Microsoft Excel

Property management systems

Job description

JLL is seeking an Administration Manager to lead the admin backbone of a busy retail centre in Ballarat, with responsibility for front‑of‑house operations, lease administration, financial reporting, and tenancy relations. You will mentor staff, improve processes, and partner with the Centre and Operations Managers to deliver outstanding service.

The role requires strong financial and administrative experience in retail property, with advanced Excel skills and familiarity with property management