Administration Assistant

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 job involves

This role is a multi-functional administrative position supporting reception, operations, finance, marketing, and facility management at a commercial property (shopping center/retail complex). The person serves as the first point of contact while managing critical back-office functions.

Key Responsibilities

Reception & Customer Service: Manage front desk operations including call screening, visitor inquiries, mail processing, maintaining registers (lost property, keys, contractors, complaints), coordinating with security/cleaning teams, and handling petty cash.

Administration: Procure office supplies, maintain tenant and contractor records (including insurance and lease documentation), update databases (emergency contacts, service contractors), manage document filing systems, draft correspondence, and support center marketing and community bookings.

Finance Support: Distribute invoicing documentation to tenants, process accounts payable, match invoices to purchase orders, monitor supplier payments, and track tenant sales records and audited statements.

Marketing Assistance: Support promotional activities, coordinate in-center poster displays, liaise with promotional staff and retailers, and monitor competitor advertising.

Operations & Compliance: Manage contractor inductions, maintain safety records (accident/incident reports via Interisk), ensure contractor compliance (licenses, insurance), handle first aid kit maintenance, program security fobs, manage key systems, and respond to operational complaints.

Public Relations: Deliver professional customer service, maintain awareness of center activities, provide tenant support, and help ensure property presentation standards.

Sound like you? This is what we’re looking for:

This is an all-rounder administrative role requiring strong organizational skills, attention to detail, communication abilities, and the capacity to manage multiple concurrent responsibilities across property management functions.

What you can expect from us

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 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 recognise and appreciate the skills acquired in their service careers as vital and transferable to our workforce.

Apply today, quoting job reference number REQ512009