Administration Coordinator in Ballarat

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.

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.

As Administration Coordinator, you'll lead the administrative backbone of a bustling retail centre, overseeing all operational, financial, and tenant administration functions that keep the property running seamlessly. This is a multifaceted leadership role where you'll manage reception and office operations, coordinate complex lease administration processes, and ensure meticulous financial reporting and compliance. You'll serve as a key partner to the Centre Manager and Operations Manager, taking ownership of tenant relations, contract management, and the accuracy of all centre documentation and databases.

Key Responsibilities include:

• Lead front-of-house operations and reception management, ensuring exceptional customer service delivery while coordinating communications between security, cleaning staff, tenants, and contractors.
• Oversee comprehensive tenant and contractor record management across multiple systems, ensuring all leases, licenses, bank guarantees, contracts, compliance documentation, and correspondence are maintained with complete accuracy.
• Manage the end-to-end monthly rent roll and billing process, monitor all rent reviews per lease terms, pursue outstanding tenant arrears, and ensure all recoverable costs are accurately billed within required timeframes.
• Direct the accounts payable process including invoice coding, purchase order creation and matching, vendor payment monitoring, and coordination with the Accounts Manager on monthly accruals.
• Take ownership of lease administration including monitoring lease and license expiries, completing validations, issuing notices to tenants within statutory timeframes, and conducting tenant reconciliations with meticulous attention to detail.
• Draft and coordinate centre communications, memos, and newsletters for management approval, maintaining clear and professional information flow to all retailers and stakeholders.
• Ensure vendor performance and contract compliance, monitoring contract expiries and initiating re-procurement processes in conjunction with the Operations Manager to keep services on time and within budget.
• Maintain and continuously improve the Centre Procedures Manual, office archives, and all centre databases to support efficient operations and meet corporate and client reporting deadlines.
• Support the marketing function by coordinating centre promotions and activities, while conducting regular visual inspections to maintain property presentation standards and provide actionable feedback to the management team.

This is what we’re looking for:

• Proven experience in administration management or senior administrative roles within retail property management, commercial real estate, or similar operational environments.
• Strong financial management capabilities with demonstrated experience overseeing rent rolls, lease administration, accounts payable/receivable functions, and tenant billing processes.
• Advanced proficiency in Microsoft Excel and property management systems, with the ability to track complex financial components, analyze data, and ensure complete accuracy in reporting.
• Exceptional organizational and time management skills with a track record of managing multiple priorities, meeting tight deadlines, and maintaining rigorous quality standards.
• Outstanding interpersonal and communication skills, with the ability to build and maintain professional relationships with tenants, vendors, clients, and internal teams at all levels.
• Strategic thinking abilities with a solution-focused mindset to resolve problems, make sound decisions, and proactively identify operational improvements that drive asset value.
• Leadership qualities that demonstrate initiative, self-motivation, and the ability to set stretch targets while coaching and empowering team members to achieve results.
• Thorough understanding of compliance requirements, audit processes, and commercial lease agreements with meticulous attention to detail in all documentation.
• Previous experience managing administration functions for shopping centres or retail property portfolios (preferred).

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.

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.

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.