Centre Administrator - Property & Asset Management

JLL; Birmingham; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading real estate services firm is seeking a Finance & Data Administrator to manage financial operations and support budgeting processes at The Mailbox in Birmingham. The role requires strong numeracy, attention to detail, and experience in financial administration. The ideal candidate will handle invoicing, liaise with stakeholders, and provide general administrative support, contributing to a dynamic and fast-paced work environment.

Qualifications

• Experience in financial monitoring and management.
• Relevant finance and office administration experience.
• Proficient in Microsoft Excel, Word, Outlook.

Responsibilities

• Manage service charge budget and accounts systems.
• Process invoices and ensure timely payments.
• Provide professional customer service as the first point of contact.

Skills

Strong numeracy skills

Excellent communication

Organisational skills

Attention to detail

Education

Maths and English GCSE/O Level

Relevant vocational qualifications

Tools

Microsoft Office suite

Job description

Overview

JLL empowers you to shape a brighter way. Our people at JLL and JLL Technologies 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. The Mailbox comprises a landmark mixed-use asset providing office, leisure and cinema, retail, residential and hotel uses, collectively forming a Birmingham City Centre icon. The Mailbox totals over 1m sq.ft of internal accommodation across a 6.2 acre site and offers an established workplace and lifestyle ecosystem operating 24/7.

The estate continues to attract new and interesting occupiers with recent additions including Spaces, the flex office provider who opened a 50,000sq.ft unit in late 2022, Castle Fine Art, Impress, Dermoperfection, En Steak, The Woods, The Mayan and Sixes Cricket Club. The Mailbox was formerly Birmingham’s Head Postal Sorting Office and was substantially redeveloped and extended in the late 1990s and early 2000s to form one of the largest mixed-use buildings in the UK. The building has more recently undergone significant additional multi-million pound alterations and improvements including enclosing the previously open air Mall area, creating the impressive Urban Room in the centre of the asset, and substantial reconfiguration and refurbishment of numerous commercial and leisure spaces building on the Mailbox’s successful legacy.

Finance & Data Administrator – The Mailbox

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
• Support 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, including 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

If you have a passion for excellence in finance and administration we encourage you to apply for this exciting opportunity to contribute to the success of The Mailbox team.

Location

On-site – Birmingham, GBR

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements. We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email [e-mail] or call [phone] to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process. Please direct any other general recruiting inquiries to our Contact Us page. I want to work for JLL.

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