Centre Administrator

Jones Lang LaSalle Incorporated; Bristol; On-site; GBP 24,000 - 32,000; Full time

Job summary

Jones Lang LaSalle (JLL) Bristol is seeking a Centre Administrator to support the Centre Manager with day-to-day operations and duty management. You will work closely with the client team and service providers to maintain smooth Centre Management Office operations and deliver JLL best practice standards.

The role involves handling communications, meetings, minutes, archiving and data management, plus supporting shopping centre marketing and finance processes.

Qualifications

• Proven administrative skills with office organisation.
• Strong IT skills including Word, Excel and Access.
• Excellent communication and customer-facing abilities.

Responsibilities

• Act as JLL site manager in the centre manager's absence.
• Assist the CM in communicating with stakeholders, customers and tenants.
• Handle phone queries and complaints professionally.
• Arrange meetings for the Centre Manager and keep diaries updated.
• Provide a customer-facing approach at the centre management office.
• Take minutes of meetings and manage typing, photocopying and filing.
• Maintain archiving and record-keeping across the Centre.
• Manage data on retailer performance and reporting, where possible.
• Support marketing with retailer communications and events.
• Provide administrative and financial support to the Centre Management Team.
• Maintain H&S/compliance records, environmental compliance and ISO14001 status.

Skills

Administrative skills

IT literacy

Communication

Diary management

Minutes taking

Education

GCSE/ O'Level Maths & English

Tools

Word

Excel

Access

Job description

The Centre Administrator (CA) will be responsible for providing general administrative support to the Centre Manager (CM). Duty management responsibilities and acting as the JLL site manager in the absence of the CM, whilst also working closely with the FM Service Providers you will provide administrative support to the team and maintain the smooth running of the Centre Management Office. Delivery will be in line with JLL best practice standards to ensure the highest standards of management to the Centre., The CA will report to and seek direction from the Centre Manager, taking guidance as appropriate. The CA will also work closely with the client team including the property manager, surveying executive and accounts team., General,

• To act as JLL site manager in the centre managers absence
• To assist the CM in maintaining communication with all key stakeholders, customers and tenants
• Answering the telephone and professionally dealing with all queries and complaints
• Arranging meetings for and on behalf of the Centre Manager and keeping diaries updated
• Provide a customer facing approach to all enquiries at the centre management office often as the first point of contact for visitors
• Take notes and produce minutes of meetings as required
• Carry out all typing, photocopying and filing requirements for the Centre Manager. To ensure that all electronic filing is backed -up and filing protocols are followed
• Archiving and record keeping

Retail Liaison

• Management, collection & knowledge of all data and information regarding centre retailer performance on reporting documents/spreadsheets
• Where possible and where relationships allow, support with the collection of retailers annual turnover certificates
• Establish a productive relationship with retailers, area managers and head offices to provide them with a regular informative review of trading performance
• Provide the Centre Manager and team with periodic reporting of retail performance and centre statistics, present the monthly trading performance to the client and leasing agents

Marketing

• Collaborate with the centre marketing agency and retailers to develop consumer facing marketing responses to trading performance
• Undertake social media postings in support of individual retailer campaigns along with general brand messaging.
• Generally manage centre communication with the retailers and support the retailer newsletter and other communication documents for store managers and staff in partnership with the centre marketing agency.
• Encourage retailer participation in centre initiatives through the marketing team and assist the marketing team to collect feedback after events, attend centre marketing events
• Input information onto Experian Footfall Data system and enter weather and events taking place in the Centre

Financial

• To provide administrative and financial support to the Centre Management Team
• Deal with urgent invoices etc and progress to JLL for payment
• Track Tenants Car park payments and income.

H&S/Compliance

• To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates
• To be responsible for maintaining environmental compliance and maintaining ISO14001 status
• Manage all JLL systems and databases as required for the running of the Centre
• Update and pursue information regarding Tenant Trackers for Tenants health and safety information (Fire Risk Assessment/5 year hard wire certificates/Waste Transfer notes etc)
• Fire Warden Duties
• Reporting of Incidents to Vision. Advise Vision of any accidents/incidents on Landlord's property.
• Manage occupancy and vacancy database and assist with the management of tenant records

Maths and English GCSE/ O'Level or equivalent

• Vocational; Qualifications (e.g. NVQ/SNVQ)
• Proven administrative skills with experience of office organisation
• Demonstrable competence with use of IT, Word, Excel and Access packages
• Numerate with experience of monitoring and managing invoices and finance via Excel
• The confidence to establish a dialogue with anyone internal or external to the business
• Strong customer relations skills and an ability to integrate with a diverse and changing environment
• Experience in managing and establishing office filing regimes
• Can take accurate minutes

Competencies and Attributes

• Strong organisational skills - an ability to work without close supervision and prioritise
• Ability to positively interact with key stake holders.
• Strong communication skills, both verbal and written.
• Able to work on own initiative, to listen and willingness to learn.
• Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
• Ability to multi-task in a fast-moving environment

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., Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.