Office Administrator

3 months ago


Livingston, United Kingdom ABM Full time

**Description**:
**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.
- 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**
- 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.


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