Centre Administrator
THE ROLE
Provide first line support to the Centre Management Team and be the first point of contact for the Retail Centre and its associated building’s occupiers and stakeholders. The role is based in didcot and parking can be provided free on site - Office hours are Monday to Friday 9.00am - 5.30pm
This is a diverse and varied role which will bring you into contact with a wide variety of internal and external stakeholders and requires proficiency across a large number of business systems and platforms. You will be responsible for the day-to-day financial administration of the business and support with budget management across the estate.
WHAT YOU’LL DO
Financial Administration
* The provision of regular management accounts with commentary and exception reporting to assist the on-site management team in decision making
* The administration of the computerised accounts system (Portal). Ensure the processing of all purchase orders and invoices is timely and accurate, all invoices are authorised for payment and all associated records are maintained within compliance guidelines
* Support the management team with detailed analysis, payment queries, property management reporting and other financial support in the pursuit of their roles
* Support the production and publication of the year-end budget pack with analysis and evidence to ensure the successful completion of financial audits.
* Provide expenditure analysis to support the formulation of budgets
* Facilitate order production and liaise with the central finance team on invoice matching, processing, payments and other inter-company charges and queries
* Provide procurement support for the team, assisting with supplier set up, contract processing and the adherence to procurement guidelines
* Maintain expenditure tracking platforms and contribute updates during weekly operational meetings.
Occupier Liaison
* Ensure professional and positive relationships are nurtured and maintained with all tenants, service partners and stakeholders across all communication platforms and regular in-person meetings are conducted
* Enhance customer engagement across the asset driving the use of a database with occupiers and provide effective communication across the asset with partners, contractors, occupiers and visitors
* Produce regular newsletters and updates for occupiers across our digital channels
* Maintain accurate contact details for occupiers and emergency key-holders
* Support the internal Retail Support team in collecting sales data from occupiers
Compliance Administration
* Maintain an overview of the numerous Health & Safety compliance platforms, monitoring items approaching renewal
* Scheduling contractor visits and organising access permits
* Requesting and processing various compliance documentation
* Support with the production of various H&S, Environmental and Energy data reports, adhering to deadlines
Sustainability and Community
* Collate energy and waste consumption data for the centre and record accurately on web-based systems
* Work with local community initiatives and be the centre’s Community Champion, recording all volunteering activity on Thrive platform
Administrative Support
* Perform routine administrative tasks as directed, e.g.: answering calls, scheduling meetings, booking meeting rooms, processing post, tenant and customer queries
* Undertake ad-hoc projects and administrative support as required by the management team.
ABOUT YOU
Essential skills
Experience with financial accounts, reconciliation and budgeting processes
Strong numerical skills
High level of digital literacy with the ability to easily learn new platforms
Forensic attention to detail
Excellent organisational skills with the ability to multi-task
Ability to interpret and understand the business
The ability to deliver quality output to strict deadlines
Articulate communicator across all mediums
Confidence to work under own initiative
Strong experience on Microsoft Office packages including Word, Excel, PowerPoint and Teams
An ability to demonstrate professionalism, discretion, and confidentiality at all times
Desirable skills
Experience of working in a facilities, retail or property management at any level
Knowledge of Health & Safety / Fire Safety policies and procedures