Centre Administrator

Jones Lang LaSalle Incorporated; West of England; On-site; GBP 22,000 - 28,000; Full time

Job summary

Jones Lang LaSalle is seeking a Centre Administrator for The Galleries Division: Property and Asset Management in Bristol. You will provide administrative support to the Centre Manager, act as site manager in their absence, and coordinate with tenants and stakeholders to ensure smooth operations.

The role covers diary management, minute taking, invoicing support, and compliance with filing and records. On-site location and a proactive, customer-focused approach are essential.

Qualifications

• Maths and English GCSE/ O’Level or equivalent.
• Vocational qualifications (e.g. NVQ/SNVQ).
• Proven administrative skills with office organisation experience.
• Competence with IT, Word, Excel and Access.
• Numerate with experience in invoicing and finance via Excel.
• Confidence to communicate with internal and external stakeholders.
• Strong customer relations and ability to adapt in a changing environment.
• Experience in managing office filing regimes and minute taking.

Responsibilities

• Act as JLL site manager in the centre manager's absence.
• Maintain communication with key stakeholders, customers and tenants.
• Answer calls professionally and handle queries and complaints.
• Arrange meetings and keep diaries updated for the Centre Manager.
• Provide customer-facing assistance at the centre management office.
• Take notes and produce minutes of meetings.
• Carry out typing, photocopying and filing for the Centre Manager.
• Ensure electronic filing is backed-up and protocols are followed.
• Archive and manage records.

Skills

Maths & English GCSEs

IT literate (Word, Excel, Access)

Financial awareness (invoicing)

Effective communication

Customer relations

Office administration

Minute taking

Education

GCSE/O’Level Maths & English

Vocational qualifications (e.g. NVQ/SNVQ)

Tools

Word

Excel

Access

Job description

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.

Centre Administrator – The Galleries Division: Property and Asset Management

Reporting to: Centre Manager

OBJECTIVE OF ROLE
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.

TEAM STRUCTURE
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.

KEY RESPONSIBILITIES AND DELIVERABLES

• 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

Experience Knowledge & Qualifications

• 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

Location: On-site –Bristol, GBR

Additional Information

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at [e-mail]. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page.

For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise. Driven by our purpose to shape the future of real estate for a better world, we help our clients, people and communities SEE A BRIGHTER WAYSM. JLL is the brand name, and a registered trademark, of Jones Lang LaSalle Incorporated. For further information, visit jll.com.