Assistant Property Manager

Assistant Property Manager

Business unit: Property Management Victoria

Reporting to: Retail Centre Manager

Current Asset: Southgate Precinct

Stakeholders: Building Management Team, Client and other relevant JLL Business Units

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.

This role requires strong interpersonal skills, attention to detail, and the ability to multitask effectively in a dynamic real estate environment. 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.

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
• Ensure all sundry charges and direct recoveries are raised in a timely manner
• General administration, filing and assistance as required
• 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 client 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

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If this job description resonates with you, we encourage you to apply even if you don't meet all of the requirements. We're interested in getting to know you and what you bring to the table!

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