Assistant Property Manager

Assistant Property Manager

Business unit: Property Management Victoria

Reporting to: Retail Centre Manager

Current Asset: Southgate Precinct

Location: On-site – Melbourne, VIC

Position Purpose

The Assistant Property Manager serves as a key contributor to ensuring optimal property performance, tenant satisfaction, and asset value preservation through hands-on involvement in leasing activities, tenant relations, property operations, and facility management. The position focuses on executing property management functions including tenant communications, lease administration, maintenance coordination, and financial record-keeping while supporting the Property Manager with strategic initiatives and complex tenant issues.

The Assistant Property Manager acts as a reliable point of contact for tenants, vendors, and stakeholders, ensuring responsive service delivery and maintaining high standards of property presentation and operational efficiency.

In addition, the position focuses on executing transactional finance work including data entry, invoice processing, payment coordination, and file management while ensuring compliance with established procedures and deadlines.

The Assistant Property Manager contributes to the overall success of the property portfolio by supporting occupancy goals, maintaining positive tenant relationships, ensuring regulatory compliance, and assisting with initiatives that enhance property value and investment returns. The position serves as an essential bridge between property ownership objectives and daily operational execution.

Duties & Responsibilities

Retail Property

• Assist with preparation of budgets, outgoings recoveries and forecasts
• Assist with monthly report preparation
• Process accounts payable invoices
• Monitor and actively pursue tenant rental arrears
• Review and manage the tenancy schedule for each property
• Assist in completing rent reviews and other critical items in leases
• Attend tenant meetings with the Property Manager
• Issue purchase orders and setup contracts in JLL Systems
• Liaise with tenants, contractors and owners as required
• General administration, filing and assistance as required
• Ensure all sundry charges and direct recoveries are raised in a timely manner
• Any other tasks requested to be completed by the Property Manager

Transaction Processing & Data Entry

• Process invoices, expense reports, and purchase orders in accounting systems
• Enter financial data accurately into databases and spreadsheets
• Prepare and process vendor payments and employee reimbursements
• Maintain customer billing records and process routine collections activities
• Handle petty cash transactions and reconciliations

Administrative Support

• File and organize financial documents, contracts, and correspondence
• Prepare standard letters, forms, and basic financial correspondence
• Maintain office supplies inventory and coordinate equipment needs

Customer and Vendor Relations

• Respond to routine inquiries regarding account balances, payments, and invoices
• Coordinate with vendors on payment status and invoice discrepancies
• Process new vendor setup forms and maintain vendor master files
• Handle basic customer service issues related to billing and collections
• Distribute statements and notices to customers and vendors

General Office Support

• Maintain confidentiality of sensitive financial information
• Support special projects and provide backup coverage for team members as needed

Compliance and Documentation

• Ensure proper authorization and approval on all processed transactions
• Maintain organized filing systems for audit trail and compliance purposes

Performance Objectives

The main performance objective of this role is to provide high quality support to the Property Manager across the portfolio.

Key Skills

Personal Effectiveness

• Sets stretch targets, and rigorously monitors and manages individual performance
• Sees beyond the boundaries of division or role, proactively leading and engaging in collaborative working culture to drive performance excellence
• Can take initiative and is self-motivated to deliver thorough and effective reporting to the client
• Has a high level of efficiency working in Excel tracking various financial components of retail and asset performance
• Demonstrates a high attention to detail when it comes to all financial matters and adherence to the client budgets

Technical Skills

• Proficiency in Microsoft Office Suite, particularly Excel (formulas, pivot tables, data manipulation)
• Strong data entry skills with high accuracy and attention to detail
• Basic understanding of accounting principles and financial terminology

Relationship Building

• Promote open, constructive, and collaborative relations with superiors, subordinates, peers, clients and clients stakeholders
• Builds and maintains strong working relationships with retailers and tenants to achieve positive outcomes
• Gains respect of JLL people, clients, and where appropriate with the broader business community

Communication

• Professional verbal and written communication abilities
• Customer service orientation for internal and external interactions
• Active listening skills to understand and respond to inquiries effectively
• Ability to explain routine financial processes to non-finance personnel
• Professional phone etiquette and email correspondence skills

Employee Specification

• Victorian Agents Rep or working towards

About JLL

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. For over 200 years, JLL (NYSE: JLL), a leading global commercial real estate and investment management company, has helped clients buy, build, occupy, manage and invest in a variety of commercial, industrial, hotel, residential and retail properties. A Fortune 500® company with operations in over 80 countries around the world, our employees bring the power of a global platform combined with local expertise.

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 give you the opportunity, knowledge and tools to own your success, because we value what makes each of us unique. We help our people thrive, grow meaningful careers and find a place where they belong. Together, we strive to be exceptional and shape a better world.

Equal Opportunities

JLL is an Equal Opportunity Employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – you may email us at HRSCLeaves@jll.com.

Privacy

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, takes its responsibility to protect the personal information provided seriously. Generally the personal information we collect from you are for the purposes of processing in connection with JLL's recruitment process. We endeavour to keep your personal information secure with appropriate level of security and keep for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely. For more information about how JLL processes your personal data, please view our Candidate Privacy Statement.