Job Description

Role Objectives

The Centre Administrator (CA) will be responsible for providing financial and general administrative support to Centre Manager. Whilst also working closely with the Retail Executive and Operations Manager 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 work in a number of "virtual teams" with the client focused teams of Asset and Property Managers, Surveying Executives and Client Accountants.

Accountability

• To provide financial administration of the JLL accounts system.
• To provide administrative support to the Centre management team in respect of starters and leavers, holiday and absence records.
• To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates.
• To be responsible for handling insurance claims paperwork and maintaining full records of claims incidents, liaising with JLL and landlord brokers as directed.
• To be responsible for ensuring the JLL Health & Safety reporting is maintained and to take appropriate actions as directed by the Centre Manager.
• 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.
• Manage all JLL systems and data bases as required for of the running of the centre.
• Financial administration for Centre Manager expenses and petty cash claims.
• Carry out all typing, photocopying, faxing and filing requirements for the Centre Manager.
• To ensure that all electronic filing is backed -up and filing protocols are followed.
• Opening and distributing of incoming post and producing all outgoing correspondence on behalf of the Centre Management team.
• Archiving.
• Inform Insurers of any sprinkler drain down works being undertaken by the Centre and Tenants.
• Progress any public claims letters from Solicitors to Insurers and forward Accident Investigation Pack.
• Log Tenants Trade Information on FSP STAR System.
• Run footfall reports from the Springboard Footfall Data system.
• Update HBC Rates Department of any opening and closing dates of Tenants.
• Monitor Rates Mitigation Tracker and inform HBC Rates Department of storage/window display usage.
• 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.
• Deal with urgent invoices etc. and progress to JLL for payment.
• Tenancy Schedule Review: Check Master schedule in regards to any amendments to Tenants movements.
• Manage occupancy and vacancy database.
• Keep up to date Car Parking Licences.
• Raise Invoices and Liaise with Commercialisation Team.
• RIDDOR reporting on Riskwise.
• Weekend duty management on a rota basis.
• Undertake monthly service charge variance reports.

Required Qualifications

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 and dictation using shorthand or straight to keyboard

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

Required Knowledge, Skills, and Abilities