Property Assistant

About JLL

• We're JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 91,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That's why we're committed to our purpose to shape the future of real estate for a better world. We're using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people and our communities.

Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we're honored to be recognized with awards for our success by organizations both globally and locally.

Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we're headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.

What's your ambition? Is it a big goal or small steps? Professional or personal? We'd like to know, because we make your ambitions our business.

We're JLL. We help organisations around the world achieve their ambitions by owning, occupying, and investing in real estate. We work at the heart of buildings, also ensuring the building is safe, clean and everything is in good working order. But our true value add for our clients is putting our customers first and creating places that people want to be.

Due to an internal move, we're looking for a personable, professional and proactive Property Assistant to join our team based onsite at the Wintergarden Shopping Centre, Brisbane. Reporting into the Senior Centre Manager you will provide support on a day-to-day basis with delivery functions of retailers and ensuring compliance with performance expectations along with focusing on a range of finance, reception, admin, and operational duties.

Lease Administration and Finance

Maintain tenant files on Client based document management systems i.e. : Vision, as well as the local server filing system.

Maintain accurate tenancy schedules including rent reviews, critical date management and lease audits.

Monthly tenant billings and recharges, including issuing of supporting documentation i.e., Rent-up

Working alongside Retail Manager in the collection of arrears. Update arrears commentary on Client systems

Prepare weekly arrears letters to tenants.

Maintain and update monthly tenant sales records and follow up and record annual tenant audited sales statements on or before the due date

Maintain and update tenant and contractor records and files, including public liability details, tenant files, leases, bank guarantees, contracts, and correspondence.

Assist with annual budgeting and forecasting processes as required via Vision

Issue annual Outgoings budget and "wash-up" letters

Enter weekly extended trading hours into spreadsheets and raise tenant AH AC charges

Create Scheduled work orders into Client based system - FRC

Code and process all supplier invoice payments and file.

Marketing

Prepare and update monthly traffic data from portal to Client system-Vision

Any adhoc requirements from time to time

Operations

Monitor and report all air-conditioning complaints to the Senior Operations Manager and maintain complaints register.

Communicate to the relevant parties any presentation issues in the Centre for common areas, equipment, amenities, signage and tenants fitouts.

Liaise with cleaning and security supervisors.

Reception / Office Management

Manage all aspects of the reception area operations including vetting all incoming calls, face to face enquiries, directing and delegating to the appropriate personnel.

Manage meeting room bookings, including ensuring that the meeting rooms always present well.

Manage office presentation, ensuring that the office is being cleaned correctly, and there is no rubbish or other items left around the office.

Daily processing of incoming and outgoing mail items including courier bookings.

Maintain and manage various front desk registers and logbooks, including lost property, Centre Management key register and log, tenant and customer complaints register.

Liaise with security and cleaning staff via two-way radio to manage incidents as reported and as appropriate.

Purchase of office stationery in line with budget and as required.

Maintain and update all centre databases including emergency services, after hour's contacts, internal, external and corporate contact lists, as well as the fire warden lists fo