Job Description Summary Systems and Administration Manager

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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.
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!
KEY RESPONSIBILITIES AND DELIVERABLESLead the drive for continuous improvement and best practice from the Approved Supplier administrative team while following JLL processes & also ensuring processes are being adhered to by the Approved Supplier administrative team
Assist both the Centre Manager and Operations Manager to achieve the annually set KPIs including: targets as outlined in the JLL PMA including Service Charge, Footfall, Gift Cards and Car Park income (plus other KPIs as required)
Management of key centre objectives in line with the overall business objectives, plans and projects
Development of innovation and best practice standards across all business support delivery
General administrative tasks and duties relating to the operational requirements of the Centre as will be required from time to time including , (ordering stationery, booking couriers, etc)

Develop close working relationships with external customers/tenants and service providers to fully understand the business as well as establish an effective network of contacts
Work closely with the JLL finance support team & JLL HR administration team to ensure a smooth and seamless service
Day to day liaison with the Approved Supplier administrators within the Centre, ensuring adherence to their contractual obligations whilst requiring them to attain a high level of customer service, achievement, performance and skill
Liaise with and ensure all requirements per contract from the Approved Supplier administrative team are accurate, presented to a high standard and are timely
Ensure Approved Supplier complies with the contract and ensure adequate resourcing within the centre’s administrative team
Take part in, and where necessary, lead and attend meetings as required as part of the centre communications plan
Assist Centre Management and JLL central HR teams on all aspects of our HR processes including , new starters, training & development and recruitment support . Ensure the Approved Supplier administrative team are adhering to JLL HR processes & policies
Provide cover by acting as Duty Manager on late nights and weekend (usually about once a month). As a result be very familiar with the centre’s JLL emergency procedures and process and be confident to be the first on site in a crisis situation
Assist JLL H&S advisor to maintain and implement the required systems, reports and assessments for the centre
Assist with Centre compliance with aspects of Health & Safety / Quality Assurance / CAFM / environmental/risk and audit requirements across customer facing operations within the Centre
Support and, where necessary, champion corporate responsibility initiatives and community projects
Assist the Operations Manager in preparing budgets, monitoring expenditure & income, forecasts and reconciliation of the Centre non-recoverable budget and service charge
Ensure that all aspects of the centre’s financial processes from purchasing to invoicing are completed in line with company policy, authority limits, controls
Assist, where necessary, the Marketing Manager in respect of the marketing budget (Glades Merchants Association) which is managed by an Approved Supplier administrator. Make regular checks to ensure spend on budget and monitor tenant contributions/payments for the same
Provide reports, data and analysis to support the Operations Manager in strategic and operational decisions. Oversee the Approved Supplier invoices submitted and ensure in line with contract

REQUIRED QUALIFICATIONS, SKILLS AND EXPERIENCEEssential
Results driven, people manager with considerable working knowledge of managing Business Support/Administration department within the commercial / property /hospitality/ retail sectors, demonstrating the ability to develop operational improvement to ensure first class relationships and the delivery of exceptional service to support all relevant departments.
Excellent Customer Service skills, with previous experience of dealing with internal and external clients
Leading a team in a busy office environment with a focus on prioritisation and meeting deadlines
Strong financial / accounts understanding

Driving consistent processes and delivering consistent results
Excellent people management skills, with a record of leading through motivation and recognition
Evidence of resolving service-associated issues, with the ability to create effective and innovative solutions
Experience of identifying and understanding business risk and measures to remove or mitigate
Polite, professional, articulate, outgoing and a confident communicator (both written and verbal)
Computer literate in Microsoft Office applications in particular excel & working knowledge of Horizon Accounts package or similar
Demonstrates sound commercial knowledge that provides value added service to the centre
Adaptable and flexible whilst working in a busy multi skilled office environment
Excellent attention to detail and presentation

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What you can expect from us
We succeed together and believe the best inspire the best, so we invest in supporting each other, learning together and celebrating our success.
Our Total Rewards program reflects our commitment to helping you achieve your career ambitions, recognizing your contributions, investing in your well-being and providing competitive benefits and pay.
We can’t wait to see where your ambitions take you at JLL. Apply today!