KEY RESPONSIBILITIES AND DELIVERABLES
General,
To act as JLL site manager in the centre managers absence
To assist the CM in maintaining communication with all key stakeholders, customers and tenants
Answering the telephone and professionally dealing with all queries and complaints
Arranging meetings for and on behalf of the Centre Manager and keeping diaries updated
Provide a customer facing approach to all enquiries at the centre management office often as the first point of contact for visitors
Take notes and produce minutes of meetings as required
Carry out all typing, photocopying and filing requirements for the Centre Manager. To ensure that all electronic filing is backed -up and filing protocols are followed
Archiving and record keeping
Retail Liaison
Management, collection & knowledge of all data and information regarding centre retailer performance on reporting documents/spreadsheets
Where possible and where relationships allow, support with the collection of retailers annual turnover certificates
Establish a productive relationship with retailers, area managers and head offices to provide them with a regular informative review of trading performance
Provide the Centre Manager and team with periodic reporting of retail performance and centre statistics, present the monthly trading performance to the client and leasing agents
Marketing
Collaborate with the centre marketing agency and retailers to develop consumer facing marketing responses to trading performance
Undertake social media postings in support of individual retailer campaigns along with general brand messaging.
Generally manage centre communication with the retailers and support the retailer newsletter and other communication documents for store managers and staff in partnership with the centre marketing agency.
Encourage retailer participation in centre initiatives through the marketing team and assist the marketing team to collect feedback after events, attend centre marketing events
Input information onto Experian Footfall Data system and enter weather and events taking place in the Centre
Financial
To provide administrative and financial support to the Centre Management Team
Deal with urgent invoices etc and progress to JLL for payment
Track Tenants Car park payments and income.
H&S/Compliance
To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates
To be responsible for maintaining environmental compliance and maintaining ISO14001 status
Manage all JLL systems and databases as required for the running of the Centre
Update and pursue information regarding Tenant Trackers for Tenants health and safety information (Fire Risk Assessment/5 year hard wire certificates/Waste Transfer notes etc)
Fire Warden Duties
Reporting of Incidents to Vision. Advise Vision of any accidents/incidents on Landlord’s property.
Manage occupancy and vacancy database and assist with the management of tenant records
Experience Knowledge & Qualifications
Maths and English GCSE/ O’Level or equivalent
Vocational; Qualifications (e.g. NVQ/SNVQ)
Proven administrative skills with experience of office organisation
Demonstrable competence with use of IT, Word, Excel and Access packages
Numerate with experience of monitoring and managing invoices and finance via Excel
The confidence to establish a dialogue with anyone internal or external to the business
Strong customer relations skills and an ability to integrate with a diverse and changing environment
Experience in managing and establishing office filing regimes
Can take accurate minutes
Competencies and Attributes
Strong organisational skills – an ability to work without close supervision and prioritise
Ability to positively interact with key stake holders.
Strong communication skills, both verbal and written.
Able to work on own initiative, to listen and willingness to learn.
Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
Ability to multi-task in a fast-moving environment
Location
On-site –Bristol, GBR
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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Jones Lang LaSalle (“JLL”) is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com. This email is only to request an accommodation. Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.
