JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
What this job involves
This role is the face and voice of Floreat Forum, dealing with customers, contractors, retailers and staff members. Our ideal candidate will be a people person who can multi task, be calm in the face of conflicting priorities, and enjoys a varied work load.
You will be responsible for:
Administration & Reception
- Ensure Reception Switchboard is manned at all times and calls answered promptly with a high level of customer service demonstrated at all times
- Attend to any customers and contractors that enter the Reception area with a high level of customer service demonstrated at all times
- General administrative duties as specified by the Portfolio Manager
- Maintain and update all Shopping Centre registers – Tenant Phone List, Tenant after Hours Contact List, Tenant Insurance, Contractor Insurance, Bank Guarantee, Contractors List, Lease Registers, Key Register and Asset Register, Public Liability Register and any other specified by the Portfolio Manager
- Maintain and update the archive management system
- Assist Retail Manager with purchase order entry, creditor invoice batching and tenant invoice distribution
- Assist Portfolio Manager with issuing of outgoings statements and during annual audit process
- Update the tenant public liability insurance register and issuing reminder notices for renewal certificates as required
- Updating extended trade register as requested by Portfolio Manager
- Weekly filing of invoices and reports
- Daily receipting and banking
- Maintain and monitor petty cash and reconcile funds
- Enter incidents as required
- Maintain and update the lease register and tracking sheet
- Maintain lost and found register and manage process
- Ensure the Reception Area, Utilities Area, Boardroom and general office areas are kept clean at all times.
- Manage bookings for customers services, wheel chair and mobility
- Maintain office stationery and order as necessary.
Operations Administrative Tasks
- Co-ordinate and communicate induction processes of CM3 & Sassi Contract Management System to all contractors on site and manage the return all site keys at the end of each day.
- Monitor the SASSI Contractor Management System and issue all requirements for induction for contractors
- Maintain fire alarm register
- Liaise with the Operations Manager and Security Company to arrange all after hours security jobs on site for tenants or contractors when required.
Marketing Administrative Tasks
- Assist with collecting and entering sales figures from tenants on a monthly basis.
- Assist with collecting and entering traffic figures on a daily basis
- Enter community bookings on the SML run sheet
- Manage community notice board and update on a weekly basis.
- Assist with all marketing activations
General
- Take advantage of all training provisions provided by JLL and enhance your professional skills within the company if desired
- Assist in Emergency Management at any given time
- Hold a high level of confidentiality at all times for all management issues
- Any other duties as specified by the Portfolio Manager.
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
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 102,000 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.
