Administration Manager

JLL empowers you to shape a brighter way.

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.

Key Responsibilities include:

• Manage accounts payable and receivable functions, including processing vendor and contractor queries, resolving utility provider accounts, coding invoices, and managing contractor workflows.
• Administer lease documentation by monitoring critical dates such as lease expiries, bank guarantees, and insurance renewals, while conducting lease setups, audits, and rent reviews (both fixed and CPI).
• Issue purchase orders and establish contracts within MRI software, reviewing and managing purchase orders and work orders throughout their lifecycle.
• Support the Retail Property Manager in monitoring tenant arrears, actively pursuing outstanding payments, generating tenant tax invoices and statements, and conducting tenant account reconciliations and credit offsets.
• Contribute to monthly reporting, annual budget preparation, and outgoings reconciliations to ensure accurate financial management.
• Liaise effectively with Operations Managers, contractors, tenants, and owners to facilitate seamless property operations and maintain strong stakeholder relationships.
• Assist with Body Corporate management activities, including AGM and committee meeting preparation and minutes, levy preparation and distribution, budget development, monthly reporting, and invoice processing.
• Perform general administrative duties, filing, and other office and property-related tasks to support the efficient operation of the property management team.

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.

JLL Privacy Notice

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.

For additional details please see our career site pages for each country.

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.

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 organization, 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 and building an inclusive workplace. This is why, for more than a decade, we continue to rank among the World’s Most Ethical Companies. We support applications from all underrepresented groups, including Aboriginal and Torres Strait Islanders, LGBT+, people with disability and people of all age, religions and race. We are dedicated to offering veterans from all ranks and services a successful civilian career as they transition out of the military. We recognize and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

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 see 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 live, work, play, shop, and eat.

What this opportunity involves:

As an Administration Assistant – Retail at JLL, you'll play a vital role in supporting our Retail Property Manager within a close-knit team environment at Richmond Traders in Richmond, Victoria. This position sits at the heart of our property and asset management operations, where you'll actively contribute to delivering quality property management services across our retail portfolio. At JLL, we are collectively shaping a brighter way — for our clients, ourselves and our fellow employees — and in this role, you'll be an essential part of that mission. You'll handle a diverse range of responsibilities spanning accounts payable and receivable, lease administration, tenant relations, and financial reporting. We embrace more innovative ways of working and prioritize opportunities to strengthen and advance your career, and this role offers hands-on experience across multiple facets of retail property management. Working closely with contractors, tenants, owners, and internal stakeholders, you'll help ensure smooth operations while building the foundation for your professional growth in the property management field.

Sounds like you? This is what we're looking for:

• Minimum of 2 years' experience in retail property management with demonstrated financial acumen.
• Thorough knowledge of property management functions, including accrual accounting principles and practices.
• Proven reputation for delivering friendly, timely, and effective service to clients, tenants, and contractors.
• Professional presentation and strong interpersonal skills that foster positive working relationships.
• Ability to make sound decisions and implement solutions within delegated authority.
• Strong time management skills with the ability to use resources effectively and prioritize competing demands.
• Flexibility to adapt to changing business and client needs in a dynamic property environment.
• Experience working with MRI or similar property management software systems is highly desirable.
• Familiarity with Body Corporate management requirements and procedures is advantageous.
• Demonstrated ability to work collaboratively within a team environment while maintaining individual accountability.