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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.
Title: Assistant Property Manager
Business unit: Property Management Victoria
Reporting to: Retail Centre Manager
Current Asset: Southgate Precinct
Stakeholders: Building Management Team, Client and other relevant JLL Business Units
Position Purpose:
The Assistant Property Manager serves as a key contributor to ensuring optimal property performance, tenant satisfaction, and asset value preservation through hands-on involvement in leasing activities, tenant relations, property operations, and facility management.
The position focuses on executing property management functions including tenant communications, lease administration, maintenance coordination, and financial record-keeping while supporting the Property Manager with strategic initiatives and complex tenant issues. The Assistant Property Manager acts as a reliable point of contact for tenants, vendors, and stakeholders, ensuring responsive service delivery and maintaining high standards of property presentation and operational efficiency.
In addition, the position focuses on executing transactional finance work including data entry, invoice processing, payment coordination, and file management while ensuring compliance with established procedures and deadlines.
This role requires strong interpersonal skills, attention to detail, and the ability to multitask effectively in a dynamic real estate environment. The Assistant Property Manager contributes to the overall success of the property portfolio by supporting occupancy goals, maintaining positive tenant relationships, ensuring regulatory compliance, and assisting with initiatives that enhance property value and investment returns. The position serves as an essential bridge between property ownership objectives and daily operational execution.
Duties & responsibilities:
Retail Property
- Assist with preparation of budgets, outgoings recoveries and forecasts
- Assist with monthly report preparation
- Process accounts payable invoices
- Monitor and actively pursue tenant rental arrears
- Review and manage the tenancy schedule for each property
- Assist in completing rent reviews and other critical items in leases
- Attend tenant meetings with the Property Manager
- Issue purchase orders and setup contracts in JLL Systems
- Liaise with tenants, contractors and owners as required
- General administration, filing and assistance as required
- Ensure all sundry charges and direct recoveries are raised in a timely manner
- Any other tasks requested to be completed by the Property Manage
Transaction Processing & Data Entry
• Process invoices, expense reports, and purchase orders in accounting systems • Enter financial data accurately into databases and spreadsheets
- Prepare and process vendor payments and employee reimbursements
- Maintain customer billing records and process routine collections activities
- Handle petty cash transactions and reconciliations
Administrative Support
- File and organize financial documents, contracts, and correspondence
- Prepare standard letters, forms, and basic financial correspondence
- Maintain office supplies inventory and coordinate equipment needs
Customer and Vendor Relations
- Respond to routine inquiries regarding account balances, payments, and invoices
- Coordinate with vendors on payment status and invoice discrepancies
- Process new vendor setup forms and maintain vendor master files
- Handle basic customer service issues related to billing and collections
- Distribute statements and notices to customers and vendors
General Office Support
- Maintain confidentiality of sensitive financial information
- Support special projects and provide backup coverage for team members as needed
Compliance and Documentation
- Ensure proper authorization and approval on all processed transactions
- Maintain organized filing systems for audit trail and compliance purposes.
Performance objectives:
The main performance objective of this role is to provide high quality to support to the Property Manager across the portfolio.
Key skills:
Personal Effectiveness
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Sets stretch targets, and rigorously monitors and manages individual performance
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Sees beyond the boundaries of division or role, proactively leading and engaging in collaborative working culture to drive performance excellence
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Can take initiative and is self-motivated to deliver thorough and effective reporting to the client
- Has a high level of efficiency working in excel tracking various financial components or retail and asset performance
- Demonstrates a high attention to detail when it comes to all financial matters and adherence to the client budgets
Technical Skills
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Proficiency in Microsoft Office Suite, particularly Excel (formulas, pivot tables, data manipulation)
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Strong data entry skills with high accuracy and attention to detail
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Basic understanding of accounting principles and financial terminology
Relationship Building
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Promote open, constructive, and collaborative relations with superiors, subordinates, peers, clients and clients stakeholders
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Builds and maintains strong working relationships with retailers and tenants to achieve positive outcomes
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Gains respect of JLL people, clients, and where appropriate with the broader business community
Communication
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Professional verbal and written communication abilities
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Customer service orientation for internal and external interactions
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Active listening skills to understand and respond to inquiries effectively
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Ability to explain routine financial processes to non-finance personnel
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Professional phone etiquette and email correspondence skills
Employee specification:
Victorian Agents Rep or working towards
Location:
On-site –Melbourne, VIC
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!
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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