Assistant Retail Manager / Administration Manager (Contract)

Shaping the future of real estate for a better world

At JLL, we see a Brighter Way forward for our clients, our people, our planet, and our communities. With over 200 years of real estate experience, we are, and always have been, in continual pursuit of brighter ways of working.

We bring to life a Brighter Way in all that we do by seeking better, smarter, more innovative ways of working. We approach our work in a warmer, more optimistic, and inclusive way.

JLL is a global leader in helping clients envision where people will live, work, play, shop, and eat.

What this opportunity involves

As an Administration Coordinator at JLL, you'll serve as the operational heartbeat of our property management team, ensuring seamless day-to-day functions across administration, finance, and tenant relations. This role combines meticulous attention to detail with strong relationship-building skills as you manage everything from tenant records and lease administration to accounts processing and casual mall leasing coordination. You'll be the first point of contact for retailers, contractors, and visitors, creating positive experiences while maintaining the high standards our clients expect. At JLL, we embrace more innovative ways of working and prioritize opportunities to strengthen and advance your career, and this position offers genuine scope to develop your property management expertise across multiple operational areas. Working closely with Centre Managers, Finance Managers, and Marketing teams, you'll contribute directly to achieving key performance indicators while building collaborative relationships that drive success for both our clients and our centers.

An overview of the role

• Maintain comprehensive tenant and contractor records across site-specific filing systems and JLL document management platforms, ensuring all lease agreements, licenses, bank guarantees, and correspondence remain current and accessible
• Process accounts payable invoices with accuracy, coding and matching to purchase orders before submission, while managing the preparation of sundry charges for tenant cost recoveries including electricity, extended trading, and miscellaneous expenses
• Oversee casual mall leasing operations by coordinating weekly bookings, liaising with clients to ensure compliance with center requirements, and managing third-party revenue streams such as mall media and licenses
• Serve as the professional face of the center at reception, vetting incoming calls and face-to-face enquiries, processing mail, maintaining registers for lost property and complaints, and coordinating with security and cleaning teams via two-way radio
• Monitor lease and license expiry dates to ensure timely notices are issued to tenants, complete lease validations for management sign-off, and assist in maintaining 100% accuracy of the monthly tenancy schedule
• Manage arrears collection, record rental payments, and assist with tenant account reconciliations using strong Excel capabilities to ensure accurate financial records
• Prepare monthly reports for stakeholder distribution, assist in coordinating information for audits and compliance requirements, and support the annual outgoings audit and washup processes
• Draft center communications including memos, newsletters, and correspondence as directed by management, ensuring all materials align with professional standards before distribution
• Purchase office stationery within budget parameters, maintain office equipment, coordinate with IT support, and manage office archives to support efficient team operations

Sounds like you? This is what we are looking for:

• Demonstrated administration and accounts processing experience in a commercial property or retail environment
• Advanced proficiency in MRI property management software and Microsoft Excel, including the ability to complete complex tenant account reconciliations
• Strong organizational capabilities with proven ability to manage multiple priorities, meet deadlines, and maintain accuracy across high-volume transactional work
• Excellent written and verbal communication skills with the ability to draft professional correspondence and interact effectively with retailers, clients, and stakeholders at all levels
• Meticulous attention to detail with strong numerical aptitude for processing invoices, managing accounts, and preparing financial reports
• Proven customer service orientation with the ability to handle reception duties, manage enquiries professionally, and resolve issues with diplomacy
• Ability to work independently while contributing positively to team objectives and maintaining collaborative relationships with colleagues and clients
• Experience with lease administration including monitoring expiry dates, processing validations, and understanding commercial lease terminology
• Familiarity with casual mall leasing operations, license agreements, and third-party revenue management

Benefits

• Great employee discounts off fitness, wellbeing & other renowned brands
• 18 weeks paid maternity leave
• Private Health Insurance Discounts
• Active Social Club
• Employee assistant program
• Novated Lease for EV cars
• Paid time off for volunteer work
• Career Opportunities with Australia's #1 Commercial Real Estate firm
• Premium offices

What you can expect from us

You’ll join an entrepreneurial, inclusive culture. One where the best inspire the best. Where like-minded people work naturally together to achieve great things. Join us to develop your strengths and enjoy a fulfilling career full of varied experiences. Keep those ambitions in sight and imagine where JLL can take you.

As an organisation, we don’t just accept that we are a place of many different people, but we embrace it, we celebrate it, and we proactively support the needs that difference brings. JLL is committed to equal opportunity regardless of race, gender, age, sexual orientation or disability, and that is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

Interested candidates, please apply following the link below quoting job reference number REQ522542