Senior Administration Officer, Immediate Start
4 weeks ago
The Office Manager is to provide administrative and operational support to the Centre Manager and assist in the provision of high-quality cost-effective services to the tenants and their customers whilst providing a welcoming and friendly environment for all visitors.
Working closely with the Centre Manager to ensure the smooth day-to-day running of the office and financial administrations such as preparing purchase orders and invoice approval.
# To oversee and manage the respective budget allocation for the Office space. To ensure management administration operations are streamlined, efficient and represent best time value.
# Daily updating of Car Park usage and income. Providing information for car park queries, recording and monitoring company, residential and personal pass card movements, Reconciliation of credit card payments through Orbility and WebMIS reports and querying and discrepancies. Working with the wider team to support on various projects such as Sustainability initiatives, Customer Service Standards, Commercialisation, and Marketing.
# Will be involved in, under the guidance of the CM, the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices.
# Liaises with occupier representatives referring matters upwards only if they cannot be resolved at local level.
# Help prepare site regulations and issue permits to work for all contractor activities on site.
# Connect with local organisations and attend networking events to promote the Centre.
# Responsibility for direction and maintenance of invoice register and to input all invoices onto the accounts system.
# To assist the Centre Manager in providing the required information and content for the monthly management report which gets issued to Savills on a monthly basis.
The Office Manager forms a senior part of and works with the Shopping Centre Management Team, However, in the event of a requirement to clarify or further define responsibilities all queries are to be referred to head Office.
To co-operate with the Company so far as is necessary to enable the Company to comply fully and at all times with its legal duties regarding health, safety, and welfare matters.
To familiarise yourself with the Company’s Health and Safety Policy and to comply fully at all times with the Company’s health, safety, welfare, and fire arrangements.
To report immediately all accidents involving injuries and illness verbally to your immediate superior and a First Aider and make or have made on your behalf, an entry in the Company’s Accident Book.
Never to use any machinery, work equipment, dangerous substance, transport equipment, system of work or safety device unless you have been authorised to do so and then only in accordance with any training received by you and any instructions provided to you.
To inform the Company immediately of any work situation which you reasonably consider represents a serious and immediate danger to health and safety or represents a shortcoming in the Company’s arrangements for health and safety.
Strong analytical skills of all ledgers.
Proficient in full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
Willingness to undertake designated training in line with requirements of the role.
Knowledge of an all-round nature with regards to accounts.
Sales / Purchase Ledger
Experience in service charge management.
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