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Job Listing Detail

Operations Assistant

Job Reference
Department
Division
Employment Type
Permanent
Location

Rochdale Exchange Shopping Centre, Rochdale​

HR Contact

​​Please email a covering letter and your CV (including reason for wishing to leave your present position and remuneration expectations), to RecruitmentJLLR@eu.jll.com  
 
Please note that the closing date for applications is 20 July 2018

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.​

Role Objectives

​The Operations Assistant (OA) will be responsible for providing financial and general administrative support to Centre Manager. Whilst also working closely with the Operations Manager you will provide administrative and operational support to the 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

​Operational

  • To be responsible for ensuring the JLL Health & Safety reporting is maintained and to take appropriate actions as directed.

  • 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.) and chasing the tenants for the relevant documentation and alerting the Operations Manager and Centre Manager when a tenant fails to comply.

  • Assist in the management of contractors for both directly instructed and tenants contractors.  Ensure that RAMS are processes in accordance with site procedures.

  • In conjunction with the Operations Manager carry out visual checks of all reactive / PPM works completed on site and snag works were not completed to a satisfactory standard.

  • E-Log Books;

    • Raise reactive job instructions as required by Operations Manager and Centre Manager

  • Riskwise;

    • Reporting of Incidents.

    • Uploading comments and documents as instructed to Inspections, Events and Tasks

    • Generating tasks as instructed

    • Upload accident packs to every accident event logged on Risk Wise

    • Regular checks of Riskwise to ensure compliance with prompts sent when the events/inspections & actions/tasks are due for completion

    • Upload the Daily and Weekly checks and void unit checks on a weekly basis

  • Where actions and tasks can be closed down to do this uploading relevant completion documentation.

  • Fire Warden Duties.

  • Dealing with contractor queries as they arise if a member of the management team is not available.

  • Liaise with the lift engineers to ensure that the monthly services are carried out and any outstanding maintenance issues are rectified and any other tasks relating to the day to day running of the equipment is kept up to date.  Issue permits for these works as and when required.

  • Along with the operational team ensure that JLL fire inspection of retailers' units are undertaken at least annually.

General Administration

  • To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates.

  • Arranging meetings for and on behalf of the Centre Manager and keeping diaries updated.

  • Answering the telephone and logging and professionally dealing with all queries and complaints.

  • Take notes and produce minutes of meetings as required.

  • Manage all JLL systems and data bases as required for of the running of the centre.

  • Carry out all typing, photocopying, faxing and filing requirements for the Centre Manager and Operations Manager To ensure that all electronic filing is backed-up and filing protocols are followed.

  • Opening and distributing of incoming post and producing all outgoing correspondence on behalf of the Centre Management team. Robust filing systems for easy and immediate access to documentation.

  • Archiving documents as necessary so that filing systems are kept up to date.

  • Upload data to Inenco Portal (meter reads and waste data) – Working with Inenco to maintain accuracy.  Enter QSR commentary on unit occupation/vacation and also exchanged/removal of meters within the communal areas and also vacant units.  This includes keeping the utilities tracker up to date.

  • Tenancy Schedule Review:  from time to time upon request check master schedule in regard to any amendments to Tenants movements.

  • Ensure occupancy and vacancy database is kept updated at all times ensuring unit handback forms are fully completed and filed for openings and closures.

  • Assist with providing or volunteering with tasks which benefit the day to day running of the centre.

  • Managing and reconciling lost property on a monthly basis

  • Update Rochdale MBC Rates Department and Landlord's insurers of any opening and closing dates of Tenants following the procedure for an unplanned closure.

  • Monitor Rates Mitigation Tracker and inform Rochdale MBC Rates Department of storage/window display usage.

Financial Administration

  • To provide financial administration of the JLL accounts system.

  • To be responsible for maintaining JLL Supplier Set-Up.

  • Deal with and close down invoice and payment / account queries.

  • Raising purchase orders to Tier One contractors on the first working day of the month. 

  • Accurate completion of the Invoice Tracker and any other tracking documentation ensuring all fields are completed.

  • Attention to detail when completing Invoice Tracker spreadsheet and any other task to be completed. 

  • Cross check all invoices received with PRE report, to be completed in the first week of each new month. Once the cross check is complete movements and anomalies to be sent to JLL within the timescales set out for QVR reports.

  • Integral part of the reconciliation process at the financial year end – tracking accruals to completion through the year collating evidence for the auditors and liaising with the auditors.

  • Code and send vacant unit invoices to JLL Surveyor for second approval. Ensuring the invoice has not been duplicated and falls in line with JLL utility invoice procedure.  Produce annual tracking document for vacant units for utilities and non-domestic rates to JLL Surveyor on a monthly basis advising of any issues.

  • Ensure all utility payments are up to date and there are no gaps.

  • During the course of the year you are to perform checks on utility cost centres, all tier one contractor invoices and lift cost centres. Any quarterly or monthly invoices which are expected but are missing or there are gaps in periods of time are to be chased and obtained for payment. 

Insurance

  • To be responsible for handling insurance claims paperwork and maintaining full records of claims incidents, liaising with JLL and landlord brokers as directed.

  • Inform Insurers of any sprinkler drain down works being undertaken by the Centre and Tenants.

  • Process any public claims letters from Solicitors to Insurers and forward Accident Investigation Pack.

Required Qualifications