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Office Administrator

3 months ago

Livingston, United Kingdom ABM Full time

JOB TITLE: Administrator

LOCATION: The Centre, Livingston

REPORTING TO: Services Manager

SHIFT PATTERN: Monday - Friday

PAY RATE: £13.50 per hour

OVERVIEW OF JOB DESCRIPTION

To fulfill all administrative duties within the Centre as set out below whilst supporting the Management Team as required. This is an office based role and working from home will not be possible

Main Duties & Responsibilities:

  • The role of Administrator is pivotal to the success of the Centre Management operation as this person will need to ensure that there is close liaison between all on- site parties, including Operations, Accounts & Marketing.
  • The Administrator will take instructions from the Centre Director on site and will support the management team.

Centre Management Office

  • Ensure incoming and outgoing post is dealt with in the correct manner.
  • Ensure that the telephone is answered in a professional manner and within an appropriate ring time.
  • Ensure all Savills documentation is scanned and emailed over to the relevant department and hard copies sent via Royal Mail.
  • To oversee petty cash – keeping all records of expenditure for reconciliation on monthly basis.
  • Deal with all ad hoc general enquiries and help build the relationship between tenants, contractors and centre management.
  • To control the level of stationery within budget and obtain costs savings where possible
  • To ensure visitors records and passes are administered correctly.
  • Update the Dashboard report on a daily basis
  • To regularly update The Centre Livingston B2B & B2C database ensuring all fields are populated where relevant.

Accounts

  • To liaise with the accounts team on any enquiries relating to payment of suppliers
  • Under instruction from the Centre Director, to assist the Finance Coordinator where necessary, to keep a track of all expenditure on the shopping centre, against the agreed budgets.  These records need to be held in an agreed ‘Excel’ format that is separate to any accounts system. 

Other

 

  • To undertake the production of reports, letters, emails, memos, faxes, etc, as requested.
  • Utility Management – Responsible for the process and monitoring of utilities.
  • Ensure that all periodic reporting to the client, letting and managing agents is undertaken on a regular basis in an agreed professional manner. 
  • The co-ordination of periodic internal meetings to ensure that communication between all on site parties is satisfactory.
  • Assist when required, to update Dashboard, CTracker and QCompliance system on a daily / weekly basis with all relevant documentation keeping hard copies where relevant (safety Inspections / certificates / property diary / Contractor information / Permit to Works / Training and H&S / Meter readings), Update ISO14001 and compliance portals and documentation.
  • To update footfall information regularly and distribute information accordingly. 
  • The co-ordination of periodic internal meetings to ensure communication between all parties is satisfactory
  • To promote and manage the onsite Meeting room hire / photocopier and fax usage, liaising with accounts to raise invoices as required, including preparation of the meeting room for client meeting.
  • From time to time events will be held in the centre at evenings and weekend and flexibility and support will be required out with hours, therefore, transport should not be a problem to the applicant. 
  • Any reasonable request from the Senior Management Team
  • The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation.

Benefits

We’re proud to offer a great range of benefits including:

  • 24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home
  • Mental Health support and Life Event Counseling
  • Get Fit Programme
  • Financial and legal support
  • Cycle to work scheme
  • Access to Lifeworks, our innovative employee app where you can find:
  • Perks: discounts, gift cards, cashback, and exclusive offers
  • Life: Search for resources and tools on topics ranging from family and life to health, money and work
  • Support: Online chat or telephone service for urgent support in a crisis

For more information about ABM’s benefits, visit our careers page

ABOUT US

ABM is one of the world’s largest providers of integrated facility services. A driving force for a cleaner, healthier, and more sustainable world, ABM provides essential services that improve the spaces and places that matter most. ABM offers a comprehensive array of facility services that includes cleaning, engineering, parking, electrical & lighting, energy solutions, HVAC & mechanical, security, and mission critical solutions. ABM delivers these custom facility solutions to properties across a wide range of industries – from commercial office buildings to schools, airports, hospitals, data centres, manufacturing plants and distribution centres, entertainment venues and more. In the UK we’re proud to service icon sites across the country with more than 10,000 team members. For more information, visit www.abm.co.uk.

ABM are committed to employment practices that promote diversity and inclusion in employment regardless of age, disability, gender reassignment, sex, marriage and civil partnership status, pregnancy and maternity status, race, religion or belief. We are proud members of the Armed Forces Covenant Employer Recognition Scheme.