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Job Listing Detail

Operations Assistant

Job Reference
Department
Division
Employment Type
Permanent
Location

​Clarendon Square Shopping Centre, Hyde

HR Contact

​Please specify the exact role you wish to apply for.
 
Please note that the closing date for applications is 21 December 2017.
   
We are unable to respond to any applicant individually, therefore if you have not heard from us within seven to fourteen days of the closing date, please assume you have been unsuccessful on this occasion.
Please email a covering letter and your CV (including reason for wishing to leave your present position and remuneration expectations), to Recruitment.JLLR@eu.jll.com

Role Objectives

The Operations Assistant (OA) will be responsible for providing financial and general administrative support to the Centre Manager.  Whilst also working closely with the PAM Surveying Team and provide administrative support to the site team and maintain the smooth running of the Centre Management Office.

 

Delivery will be in line with JLL best practice standards to ensure the highest standards of management to the Centre.

Accountabilities

Provide a customer facing professional approach at all times

Be the primary point of contact in the absence of the Centre Manager

Operational

  • To be responsible for ensuring all JLL Health and Safety reporting is maintained and take appropriate actions as and when necessary and or directed
  • Request, monitor and record all information for tenant health and safety information, i.e. FRA, ETI, PAT, Waste transfer
  • Monitor tenant refits and new shop-fits, approving RAMS and conducting pre-start meetings, as required
  • Assist in the management of contractors for both landlord and tenants.  Ensure that RAMS and processes are all in accordance with site and JLL procedures
  • In conjunction with the Centre Manager carry out site inspections and visual checks of all reactive/PPM works and record and report where applicable.  Oversee and monitor to ensure works are completed to a satisfactory standard
  • Attend regional JLL Operational Manager Meetings and report back to the Centre Manager, discuss and implement any JLL revised or amended procedures or practices
  • Elogbooks – JLL Facilities Management Platform:
    • Raise reactive job instructions as required by the Centre Manager
    • Update and close down actions as appropriate
  • Riskwise – JLL Risk Management Platform:
    • Report all site incidents and accidents
    • Monitor and book all site inspections and manage reports/actions generated from inspections
    • Ensure all remedial works are completed in accordance with JLL procedures and timelines
    • Upload commentary and documents as necessary
    • Where actions and tasks can be closed ensure this is done in a timely and accurate manner and all relevant information is applied
  • To be responsible for the Tenant Handbook and ensure this is kept updated with JLL best practice and procedures in conjunction with Landlord requirements
  • To monitor correspondence from NICC for site and respond as necessary or as directed by the Centre Manager/JLL
  • To ensure the JLL Incident Escalation Process is regularly updated
  • To be conversant with evacuation procedures
  • To maintain site standards to ensure compliance with ISO 14001 standard and JLL environmental systems
  • To monitor, check and conduct daily site safety checks

 

General Administration

  • To be responsible for maintaining the contract database in conjunction with the site Surveyor and Centre Manager
  • To maintain and update a full and comprehensive site emergency contact database
  • To ensure that personal training is kept up to date in line with the JLL matrix
  • Answer telephones and deal with queries in a professional and timely manner
  • Take notes and produce minutes as and when required
  • Manage all JLL systems and databases as required for the smooth running of the Centre
  • To maintain and update the electronic filing system and ensure this is backed-up daily
  • To ensure all post received is dealt with in a timely and professional manner
  • To implement a robust filing system and ensure that this is continually maintained and archived as necessary
  • To take, monitor, record and report all site utility meter readings and upload to Inenco portal
  • Ensure site documentation for utilities is updated monthly.  Liaise with the landlord and utility companies for usage and billing queries and ensure invoices are paid in a timely manner
  • To complete site change of tenancy (COT) documents, update and record accordingly
  • Aid and assist with other tasks and duties to benefit the day to day running of the Centre as requested or directed by JLL and/or the Centre Manager
  • To build and maintain high levels of tenant engagement
  • Gather retail intelligence and share with the Centre Manager, site Surveyor, Marketing and the Landlord and any other relevant department as necessary and appropriate

 

Marketing & Commercialisation

  • To attend site marketing meetings
  • Liaise and assist the marketing team with on-site promotions, tenant promotions and customer and tenant feedback
  • To monitor and report on local press and news items that may have an effect on the Centre
  • To monitor and maintain the footfall site database
  • To liaise with stakeholders as and when required on local and site based factors that may impact footfall
  • To regularly liaise with the commercialisation team to maximise opportunities
  • To monitor commercialisation operators to ensure compliance with Centre rules and regulations

 

 Financial Administration

  • To provide financial administration of all JLL accounts systems
  • Check accuracy of invoices and code on LIM Horizon
  • To be responsible for maintaining JLL Supplier Set-up
  • Liaise with suppliers, contractors and AP Accounts team on all invoicing queries and ensure these are resolved in a timely manner
  • Liaise with JLL Credit Control team to collect tenant arrears
  • To manage site commercialisation income
  • Monitor, action and approve invoices received from Propertyserve
  • Ensure all utility payments are up to date
  • Ensure all business rates payments are up to date and complete the monthly rates tracker spreadsheet

Insurance

  • To be responsible for handling insurance claims, paperwork and maintain full records of claims, incidents, liaising with JLL, contractors and landlord brokers as necessary
  • Process any public claims letters from solicitors to insurers and deal with accordingly
Required Qualifications