JLL empowers you to shape a brighter way.

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. 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. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Key Dimensions

Financial Delegation

The position has no set financial delegation. The CMG JBS Director of Operations and/or Manager of Operations must approve all financial expenditures.

Key Internal Relationship

The CMG-JBS Fee Management Support Analyst:

• Reports to the Assigned Manager on daily issues/queries, identified risks or concerns or if requiring assistance.

• Interacts with the team to share knowledge and contribute to continual improvement of the team.

• Interacts and builds a high level of rapport with PAM Finance and Billing teams to achieve our vision and strategic goals.

Key External Relationship

• Contacts external parties as directed by the PAM Finance/Billing team.

Key Accountabilities

PROVIDING SUPERIOR CLIENT SERVICE

• Efficiently manages time to meet required timeframes and obligations relating to the provision of quality client service.

• Appropriately and correctly uses all internal systems, processes and policies.

• All work is completed to required standards ensuring accuracy and compliance with any relevant industry and client requirements.

• At all times ensures a ‘client first’ attitude is displayed when undertaking the role, including the provision of high-quality service to internal and external client

• Answer inbound calls and all other client requests as required, assisting clients and responding to client requests where appropriate and in a timely manner.

• Ongoing monitoring and management of all internal systems through the entire workflow lifecycle.

DEVELOPMENT AND INNOVATION

• Monitor own performance against set KPIs and adjust work processes as required in order to meet KPIs.

OTHER

• Other duties within safety and competency parameters, as directed by your assigned Manager, from time to time.

• Conduct all activities in accordance with the Company’s Quality management system.

Key Performance Indicators

Knowledge

• Demonstrated knowledge of office work processes and experience in following these.

• Knowledge of professional standards and expectations in an office environment.

• Practical knowledge of customer service standards and experience in a service-driven environment.

• Knowledge of and prior experience in meeting client SLAs and individual and team KPIs.

• Knowledge of and prior experience with Billing, Invoicing, Accruals, Accounts Payable, and Accounts Receivable.

Skills

• Demonstrated time management skills, with proven ability to deliver results within deadline.

• Demonstrated customer service skills, with the ability to communicate effectively with a diverse range of internal and external clients.

• High computer literacy skills.

• Detail Oriented/Diligence

Abilities

• Ability to manage own time and workflow effectively to meet/exceed turnaround times and deadlines.

• Ability to deal with challenging KPIs and factors outside own control.

• Ability to work within a busy ‘open plan’ office environment and continue to focus on work despite interruptions.

• Ability to work with attention to detail and a high degree of accuracy.

• Ability to respond to urgent requests in a calm and professional manner.

• Ability to work with CMG JBS Team Leader and stakeholders to improve the efficiency of individual and teamwork processes and approaches.

Experience

• Minimum 2-3 years experience in an Administration Role/Executive Assistant or similar experience within the property industry.

Key Performance Indicators

Work Productivity

• Particular queues are actioned within 2 hours of receipt.

• All files are updated daily on various systems. Notes to be accurate and contain full and relevant action taken and next steps required.

• Monitor client systems and provide meaningful communication on requests.

• All daily work received, has been processed with relevant updates.

Team Focus

• Feedback from your assigned Stakeholder, and the wider CMG JBS and PAM team is positive.

• Feedback from the Stakeholders, other staff within our department and the greater JLL community is positive.

• Demonstrate forethought to provide assistance to others during quieter workflow periods.

Quality and Compliance

• All requests are actioned within the preferred timeframes.

• All requests are actioned in line with the Standard Operating Procedure.

• Work is fully completed and meets internal requirements as well as external industry standards.

• All workplace incidents, hazards, risks, and opportunities for improvement are appropriately reported.

Growth of the company

• Identifies areas where service quality can be improved and actively participates in initiatives to deliver improvements.

• Conveys any identified opportunities for new business to Manager and participates in establishing and maintaining client relationships were required.

Key Responsibilities

1. Capturing Opportunities and Updating in CRM:

• Input new business opportunities into the CRM system as requested.

• Update existing opportunity records with new information.

• Track the progress of opportunities through various stages as needed.

• Ensure all relevant details are accurately recorded.

• Maintain data integrity within the CRM.

2. Monthly/Weekly Reporting:

• Collect and compile relevant data for reports as needed.

• Generate regular reports on fee management activities

• Present information in a clear, concise format.

• Distribute reports to appropriate stakeholders.

• Address any questions or concerns regarding the reports.

3. Raising of Invoices and Accruals:

• Create accurate invoices and accruals in accordance with the agreed-upon fee, ensuring all necessary supporting documents are uploaded to the CRM system.

• Submit invoices for approval.

4. Review revenue reports to check for errors & completeness

• This includes reviewing of reports provided by PAM Finance to ensure all active properties have revenue billed within the quarter, revenue hasn’t been duplicated for a property, and reconciliations of historical catch-up billing may be required as well.

Qualifications and Skills

• Bachelor’s degree in Finance, Accounting, Business Administration or related field

• 2-3 years experience in property management, accounting, or financial related role

• Proficiency in property management software and Microsoft Office suite, especially in MS Excel

• Strong analytical and problem-solving skills

• Detail Oriented

• Strong Time Management

• Strong to Excellent Communication Skills both written and verbal

• Ability to work independently and as part of a team

• CRM Skills such as Salesforce, Capforce, PeopleSoft, etc.

• Accounting / Finance background is a must

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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!

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