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Shopping Centre Administrator

4 months ago

Perry Barr, Birmingham, United Kingdom LSH Full time

JOB DESCRIPTION

Job Title:
Shopping Centre Administrator - with Operational

Responsibilities:

Reports to:
Operations Manager and General Manager

Job Location:
One Stop Shopping, Perry Bar

Position Summary


The core role of the Centre Administrator is to provide administrative, reception and operational services as a key member of the Centre Management Team to internal and external teams with overlapping functions across all shopping centre activities.

The person in the role will be an ambassador for the centre and will have a customer facing position.

As the bridge between the management team and internal and external customers, the Centre Administrator acts as a filter and coordinator, who should be able to judge and manage information flow to all concerned parties.


Key duties include:

Finance, general, and car park administration

Data management and reporting

Office management

Commercialisation and marketing

Operations

General

  • Support the team in all office procedures including reception and administration duties.
  • Represent Centre Management in dealing with all external agencies, tenants, contractors and members of the public.
  • Ensure the efficient and welcoming management of the reception area and management offices.

Finance

  • Assist in the preparation, forecasting ongoing review and control of budgets and as well as the recording, tracking and reconciliation of expenditure.
  • Manage the issuing of purchase orders and maintain a record of committed expenditure. Report on its impact on service charge funds remaining.
  • Process invoices and match payments to purchase orders. Deal with noncompliant invoicing.
  • Assist in monthly and annual reconciliation of expenditure through the review of reports and research and correct anomalies.
  • Maintain expenditure records on the centre credit card and ensure a card balance is available.
  • Manage credit availability on the centre's passenger lift emergency call line

Data Management and Collection

  • Environment Social Governance (ESG) upload usage data for Water, Electricity and Waste Consumption to a Computer Aided Facilities Management system (CAFM)
  • Support the General Manager through proactive retailer engagement with the collation of retailer intelligence. In particular, the collection and recording of monthly sales figures
  • Manage a keyholder database and update the communications tools in place

Reporting

  • Assist the General Manager in the monthly production of a Management Report. Specific areas of reporting responsibility include Footfall and Car Park data provided by third party contractors.
  • Assist in the development and ongoing reporting of management information, on a regular basis, to the Management Team, Managing Agent and Client. This may include monthly financial and operational reporting along with KPI and SLA reporting
  • Ensure existing records are maintained and new records are created and maintained including Exchange, Financial Information, insurance, utilities, commercialisation and promotions.
  • Oversee security staff processes for vacant property inspections, meter readings etc., to ensure data is recorded and processed via electronic and manual systems.

Car Park

  • Car Park System management through a thirdparty contractor
  • Deal with complaints through a thirdparty contractor

Commercialisation

  • Become the primary ambassador for developing and implementing revenue generating programmes that deliver commercialisation income using third party agents.
  • Agree exhibition proposals, maintain a diary of planned events and process relevant paperwork such as licence production, using company templates
  • Ensure commercialisation tenants comply with insurance, risk assessment, life safety and the centre rules.
  • Visit temporary occupiers to monitor and measure their performance.

Marketing

  • Assist in the planning, formulation and implementation of a marketing strategy for the Centre and the planning and the implementation of specific events.
  • With the General Manager, monitor the performance of the Marketing Agency
  • Monitor the centre website for accuracy and updates
  • Become familiar with the marketing strategy for the centre and assist in its management
  • With the centre team and the marketing agency, assist with event coordination
  • Monitor social media channels and engage with the marketing agency on digital input.

Health & Safety

  • Assist the management team in the keeping of accurate records for Life Safety procedures and become expert in the electronic record keeping system, Exchange.

Operations

  • Assist on an operational basis by undertaking regular site walks and escalating any issues to the Operations Manager.
  • Assist the Operations manager in the planning, preparation and processing of external audits, such as Fire Risk, Legionella and Health and Safety
  • With the General Manager and Operations Manager contribute to subcontractor management. Ensure com