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The Mailbox comprises a landmark mixed-use asset providing office, leisure and cinema, retail, residential and hotel uses, collectively forming a Birmingham City Centre icon.  The Mailbox totals over 1m sq.ft of internal accommodation across a 6.2 acre site and offers an established workplace and lifestyle ecosystem operating 24/7. 

The estate continues to attract new and interesting occupiers with recent additions including Spaces, the flex office provider who opened a 50,000sq.ft unit in late 2022, Castle Fine Art , Impress, Dermoperfection, En Steak, The Woods, The Mayan and Sixes Cricket Club. 

The Mailbox was formerly Birmingham’s Head Postal Sorting Office and was substantially redeveloped and extended in the late 1990s and early 2000s to form one of the largest mixed-use buildings in the UK. The building has more recently undergone significant additional multi-million pound alterations and improvements including enclosing the previously open air Mall area, creating the impressive Urban Room in the centre of the asset, and substantial reconfiguration and refurbishment of numerous commercial and leisure spaces building on the Maibox’s successful legacy.

Finance & Data Administrator The Mailbox

We are currently recruiting for a Finance & Office Administrator at our exciting client site , one of the largest mixed-use destinations outside of London. This role will be responsible for providing comprehensive financial and general administrative support, ensuring the highest standards of management in line with JLL best practices. This role offers an exciting opportunity to contribute to the efficient running of a service charge budget and interact with various stakeholders in a fast-paced environment.

Reporting Structure:

You will report directly to the Estates Director and work closely with the on-site management team and JLL colleagues in surveying, accounts payable, client accounts, and the service charge team.

What this job involves:

As our Finance & Data Administrator, you will play a pivotal role in the seamless financial operations of our bustling mixed-use destination. You will be a key point of contact, ensuring the highest standards of financial management and general administrative support. Your responsibilities will include managing a service charge budget, processing invoices, reconciling accounts, and providing crucial analytical support. 

Key Responsibilities:

Financial Administration:

Manage the administration of the service charge budget and all JLL and on-site accounts systems

Process insurance claims and allocate refunds

Handle supplier payment queries and ensure timely payments

Process service charge and landlord expenditure invoices and purchase orders

Monitor centre's bank balance and manage finance requests

Track and reconcile invoices, update budget trackers, and manage year-end reconciliations

Set up new suppliers and maintain financial records

Utility Administration:

Record occupier utility meter readings and manage related queries

Supporting the Operations Manager in tracking the energy usage of the on-site units

Liaise with utility broker to arrange change of tenancies with utility suppliers

Rates Administration:

Maintain and monitor the Rates Mitigation Tracker

Liaise with rates departments to ensure proper payment processing

Manage change of tenancies with relevant parties

General Administrative Tasks:

Provide professional customer service as the first point of contact

Manage meetings, diaries, for the Estates Director

 Manage on-site occupancy and vacancy database

Provide analytical support, including footfall figures and sales data

Maintain office supplies and manage meeting room bookings

Updating and maintaining Vision

Submit Health and Safety reports

Take notes and minutes during meetings.

Manage the first stage approvals on contractor tracker

Responsible for Occupier Communications

Liaise with tenants regarding advertising spots in the car park light boxes, this includes negotiating terms.

Liaise with tenants when vacating a unit, ensuring keys are returned, liaise with future tenants and agents to arrange access to units for viewings, and ensuring keys are returned

Maintain occupier keyholder database and information for emergency evacuation grab bags

Required Qualifications and Experience:

Strong numeracy skills with experience in financial monitoring and management

Maths and English GCSE/O Level or equivalent

Relevant vocational qualifications (e.g., NVQ/SNVQ)

Relevant finance and office administration experience

Proficiency in Microsoft Office suite, especially Excel, Word, Outlook

Excellent communication and customer relations skills

Competencies and Attributes:

Exceptional organisational skills with the ability to work independently

Strong interpersonal skills to interact effectively with diverse stakeholders

Ability to multitask and prioritise in a fast-paced environment

Attention to detail and commitment to accuracy

Discretion in handling sensitive and confidential information

Proactive approach and ability to work well within a team

If you have a passion for excellence in finance and administration we encourage you to apply for this exciting opportunity to contribute to the success of The Mailbox team.

Location:

If this job description resonates with you, we encourage you to apply, even if you don’t meet all the requirements.  We’re interested in getting to know you and what you bring to the table! If you require any changes to the application process, please email EMEATA@jll.com or call +44 (0)20 7493 4933 to contact one of our team members to discuss how to best support you throughout the process. Please note, the contact details provided are to discuss or request for adjustments to be made to the hiring process.   Please direct any other general recruiting inquiries to our Contact Us page > I want to work for JLL.

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