Admin and Operations Assistant

5 months ago

Liverpool, United Kingdom Savills Management Resources Full time

**Purpose of the Role**

**Key Responsibilities**

**Administration**
- Organisation and daily administration, to ensure centre operations are streamlined and efficient and represent best value.
- Assist in preparation and implementation of annual service charge budget.
- Management and collation of H&S, Fire and Water Audits, ensuring all relevant paperwork is received and remedial works actioned and budgeted.
- In conjunction with Operations Manager liaise with relevant consultants on any changes and updates to Fire strategy and ensure these are communicated effectively to all relevant parties.
- Management and updates to Q compliance system
- Maintenance of Management and individual tenant files, in accordance with agreed procedure.
- Responsibility for overseeing the raising of work on the E-Log Book system
- Responsibility for approving invoices on Proactis and management of service charge to ensure expenditure reflects the approved budgets. Highlighting overspends to Centre Manager and Surveyor when relevant.
- Liaison with landlord on client expenditure relating to their responsibilities such as void H&S statutory checks.
- Manage and coordinate the rates mitigation programme at site highlighting annual savings to client, and act as Rates Coordinator on Proactis
- Act as Utilities coordinator to the site
- Collate and input weekly sales and transaction data to Centre Analyser and Savills systems.
- Prepare monthly management report in line with client meetings, including sales, trading information, footfall data, marketing and PR and centre operations.
- To prepare and report on centre footfall, tenant sales and transaction together with city wide trade and occupancy levels.
- Liaise with client accountant on any ad hoc invoices and commercial income generation
- Security of all documentation / information and acting at all times with the utmost discretion.

**Communication**
- Liaison with tenants at both site and head office level.
- Liaison with client, customers, community groups, local authorities, and surrounding landowners.
- Management and development of the centre brand in all aspects of internal and external communications
- To assist with the events management and marketing programmes as required.
- To assist in preparing monthly tenant reports on centre footfall, sales, city wide trade and occupancy levels and marketing updates
- To issue relevant branded communications to tenants in respect of centre operations and H&S updates, including annual unit Fire Audits and follow through on any actions highlighted.
- Effectively manage customer queries and complaints liaising with PR and Digital agencies as required

**Skills, Knowledge and Experience**

**Essential**
- Proven ability to manage budgets.
- Excellent interpersonal skills and the ability to communicate both orally and in writing to a good standard.
- Excellent presentation skills.
- Able to work on own initiative and meet tight deadlines.
- Willingness to adopt a flexible approach to working patterns in order to respond to the demands of a fast paced environment.

**Desirable**
- Experience within the retailing / property sector
- Knowledge of Liverpool and the surrounding area.
- Knowledge of Proactis / Elog Books
- Knowledge of Data Protection Legislation.
- IOSH Health & Safety qualification

Working hours - 25 hours per week

LI-DNI

Please see our Benefits Booklet for more information.

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