Administration Assistant

**Purpose of the Role**

To fulfil all administrative duties within the Centre whilst supporting the Centre Manager as required.

**Key Responsibilities**

**General**
- The role of Admin Assistant 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, Security and Cleaning.
- The Administrator will take instructions from the Centre Administrator on site and will support the management, security and housekeeping teams.
- The Line Manager will be the Centre Administrator unless otherwise agreed.

**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.
- 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 Compass system on a daily basis

**Accounts**
- To liaise with the accounts team on any enquiries relating to payment of suppliers.
- Processing of Purchase Orders to various suppliers, ensuring they are kept up to date.
- Under instruction from the Centre Manager, 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.
- Coding of all utility invoices on compass system.

**Other**
- Reporting of all accident/incident reporting to Data Station. Liaising with Savills incident management team.
- Under instructions from the Centre Manager to 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.
- To co-ordinate all utility change of tenancy documentation ina timely manner, liaising with the Savills Energy team and ensuring all data is kept up to date.
- To update the Compass 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). Collation of documentation for Health & Safety Audits.
- To support the Marketing Assistant in the collation of Monthly Newsletters, website and social media updates and event activity.
- To produce monthly invoicing for on site car parking and liaising with client accountant.
- To update footfall information regularly and distribute information accordingly.
- In conjunction with the Marketing Assistant update social and digital channels as and when required.
- 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.
- There is a requirement for flexibility in the hours worked, the reception desk must be maintained adequately throughout the day.
- From time to time events will be held in the centre at evenings and weekend and flexibility and support will be required and as such transport should not be a problem to the applicant.

**Skills, Knowledge and Experience**

**Essential**
- A minimum of 5 GCSC’s including Maths and English.
- Excellent time keeping and time management skills.
- Reliable, helpful and well presented.
- Ability to work in a team, or alone under the direction of Centre Manager.
- Team player with strong customer service skills, able to provide a helpful and polite service.
- Pleasant telephone manner and efficiency in relaying messages and taking instructions.
- Excellent communication skills.
- Able to take comprehensive minutes of meetings.
- Ability to deal with confidential information.
- Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
- Able to work under pressure to deadlines.
- Careful and conscientious with an aptitude for attention to detail.
- Willingness and ability to learn on the job, keen to undertake training and career development.
- Typing speed of 40 wpm.
- Experience of dealing with senior level staff confidently with excellent verbal and written communication.
- Ability to confidently use social media channels including Facebook / Twitter / Instagram.
- Experience of using CMS systems to update digital channels.

Working Hours - 20 Hours per week over Mon
- Friday: Hours TBC

Salary - £12,000 per annum £11.54 per hour

Please see our Benefits Booklet for more information.

LI-DNS