Finance & Data Administrator

JLL; Southampton; On-site; GBP 28,000 - 40,000; Full time

Job summary

JLL is seeking a Finance & Data Administrator to support the Destination with financial management, data handling and business reporting. The role involves administering service charge and car park budgets, producing timely financial reports and supporting the management team in effective operations.

The successful candidate will contribute to KPI reporting, audits and the maintenance of robust administration systems, ensuring GDPR compliance and high IT literacy including Excel.

Qualifications

• Three years’ experience of Administration.
• Knowledge of GDPR.
• Proven ability in administration.
• High IT literacy including Excel.

Responsibilities

• Administer service charge and car park budgets and produce accurate financial reports by deadlines.
• Administer car park financial performance and reporting in collaboration with the senior management team.
• Understand P&L components of the car park budget and propose efficiency initiatives.
• Deliver and report on car park net income targets as per the business plan.
• Support year end processes and KPI reporting.
• Prepare audits documentation and liaise with auditors to completion.
• Attend Occupier meetings and record notes/actions.

Skills

Administration

Analytical skills

Communication

Team player

IT literacy

Excel

GDPR knowledge

Education

AAT or A level

Third level qualification

Tools

Excel

Job description

Job Title: Finance & Data Administrator

Reporting to: Finance & Data Manager

Objective

To provide administration support to the Destination, including financial management, business management and statistical information for the Destination. The role will also support the management team with the effective operations of the Destination.

Primary Purpose

To advance and contribute to the development of the asset management strategy and business objectives, and to play the central role in delivery of high and efficient standards of onsite management and care, in maintaining the Destination’s position in the locality as a best in class, desirable, safe, and progressive environment for occupiers to trade in and customers to shop, visit, live and work in.

Key Responsibilities

• Support the Finance & Data Manager, in the delivery, accountability and responsibility for data and finance within the Destination
• Contribute to and take active role as member of Management Team.
• Administration of the service charge & car park budgets producing accurate financial reports to specific deadlines
• Ensure effective Administration of car park financial performance and reporting in collaboration with the senior management team
• Understand the P&L components of the car park budget and put forward concepts /initiatives to contribute to efficient running of the business.
• Deliver and report on car park net income targets as outlined in the business plan
• Support with the car park income reports and ensure cash collections are collected and reported in line with the KPI’s and scope service.
• Monthly expenditure reporting of budget and completion of FVR’s
• Service charge management and reporting including processing of invoices, budgeting, expenditure, and reconciliation.
• Support the Destination management in the preparation of the service charge budget.
• Maintenance of budget expenditure and records, invoice/purchase order tracking and reporting of expenditure.
• To report to the Client as required, and in the Destination Director or Operations Manager’s absence, prioritising their requests and always ensuring a professional response.
• Administration of Proactis, footfall and car park information systems to support the production timely and accurate accounts and statistical returns.
• Suppport the year end process specified in the KPI’s and scope of service.
• Compliance with all Company procedures to include financial and administration duties.
• Compilation of regular reports to the Destination Director and Client
• Development and implementation of procedures in order to gain greater efficiency and savings to all areas of the service charge
• Support with Health and Safety systems, ensuring compliance with relevant legislation
• Attend Occupier Meetings and record any meeting notes or actions
• Ensure H&S platforms, permits, CAFM systems, Sharepoint and all other management platforms are kept up to date and actions managed appropriately
• Support the management in overseeing all accident and incident reporting, including insurance and statutory forms and procedures. Responsibility for all system updates and reporting functions.
• Assist the Management team in ensuring all the third party contractor staff and tenants are aware of H&S procedures and are compliant with appropriate Destinations procedures.
• Support the Management team to ensure all systems/audit requirements so that the Destinations complies with the policy on energy procurement, Health & Safety (ISO45001) and environmental management (ISO14001) and utility costs are managed effectively without comprising the quality of service provided.
• Prepare all supporting documentation for audits in accordance with audit deadlines and liaise with auditors throughout to successful completion.

Reporting

The Finance & Data Administrator, in collaboration with the Finance & Data Manager and wider Management team, will provide accurate and timely compilation of accounting, turnover, trading, car park and footfall and benchmarking data for the presentation of monthly reports and documentation for the Landlord and respective parties; formal recommendations and reports as required to support strategic and management recommendations; KPI reporting against agreed best practice compliance targets as required; and minutes of meetings and circulate as agreed.

Communication

Maintain positive relationship with both internal colleagues and external organisations.

Accurately collate statistics, identifying trends for business use and provide informative reports for effective internal and external reporting, maintaining a consistent approach to all information leaving site.

Ensure effective operational communication through meetings, handovers and reporting

Attend daily Operations Meetings, weekly Finance meetings, monthly contractor and other meetings as required.

Retail and Customer Focus

Adopt the Company policy within the area of corporate responsibility to ensure an integrated way of working through the on-site teams and day-to-day operations in order to create and maintain this ethos.

Provide the highest level of customer service to tenants, visitors and customers and assist others to maintain these standards throughout the shopping centre.

Build and maintain excellent working relationships with retailers throughout the Centre. Respond promptly to short term operational problems and assist in their resolution.

Support

Assist in championing the asset and ensuring that any issues arising that impact on the Building are escalated and managed effectively.

Keep the Destination Director and the Operations Manager up to date with any potential issues and opportunities.

Develop strong relationships with key contacts, other Destinations, Shopping Centres and Senior Managers.

Management Structure Managing Agents

JLL is responsible to the Landlord for the general administration, operations, and management of the Destination. As such it is concerned with providing high quality customer service and the maintenance/management of common areas, the services and facilities and ensuring that tenants fulfil their covenants and obligations as laid down in their individual lease and the Shopping Destination Regulations. In addition, the Managing Agent is responsible for administering service charge accounts at the Destination and oversees and manages on site employees.

Teamwork

The intention is that the Destination Director, Management team and Clients / Owners will operate as a united team to operate the Destination as an effective trading proposition and a profitable business aimed at maximising Client investment income.

Any other duties

Any other duties deemed necessary by the company.

Desirable

• 3 years’ experience of Administration
• AAT or A level standard (UK)
• Third Level Qualification
• Ability to innovate & implement new systems and processes to enhance efficiency.
• Knowledge of GDPR
• Proven ability in administration
• Effective communicator at all levels
• Good analytical skills
• Team Player
• High IT literacy including excel
• Organised and meticulous