Administrator (Part-time) - Antonine Shopping Centre

1 week ago

Glasgow, United Kingdom Savills Management Resources Full time

**Purpose of the Role**

To provide a professional and efficient administrative function to support the Centre Management team whilst dealing with all general office duties and queries from customers, tenants, visitors and contractors. A degree of flexibility may be occasionally required in the days and hours worked to support specific events.

**Key Responsibilities**

**_M_**_ain Duties_**
- Deal with all ad hoc general enquiries and help build the relationship between tenants, contractors and centre management.
- General filing of all documentation both manual and electronic including archiving and maintaining of records.
- Deal with all enquiries and requests for parking and exemptions. Updating the exempt list and dealing with requests for exemption via the Savills Insights app.
- Maintain a Centre diary and assist in the planning, preparation, recording and distribution of tenant and client meetings.
- Ensure that all office equipment is maintained with servicing scheduled in a timely manner.
- Control and maintain supplies of consumables placing regular replenishment orders.
- Collect monthly turnover figures from tenants ensuring appropriate database is kept up to date.
- Maintain up to date tenant contact details with regular built in reviews.
- Assist Centre Manager in collation of monthly reports including collecting relevant external reports and populating appendices.
- Update Savills Insights App with relevant information whilst encouraging tenant interaction by championing the service.
- Ensure all social media accounts and website are up to date with relevant information.
- Liaise with external agencies and Centre Manager as part of Centre Marketing strategy ensuring events are well planned in advance and that tenants are involved and aware.

**Financial**
- Reconcile monthly expenditure reports producing financial reports outlining current position.
- Raising purchase orders and then processing and coding of invoices on the accounts system in a timely and accurate manner.
- Ensuring the accounts system is checked and updated daily particularly in relation to request for payment.
- To assist with budgetary controls and year end reconciliation process including booklet preparation.
- Assist with any invoice enquiries and discrepancies.
- Assist with utility management including monthly reviews, tenant recharges and report production.

**Skills, Knowledge and Experience**
- Willingness to continually review and improve working practices to improve operational efficiency
- Have a broad knowledge of the retail environment with an active interest
- Ability to learn on the job, to undertake training and career development
- Be trustworthy and able to understand the need for confidentiality
- Self
- motivated individual who is able to prioritise workload and achieve tight deadlines under pressure.

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 and the overall business objectives of the organisation.

Working Hours - 25 hours/week 930am-230pm, Monday to Friday, occasional Saturdays

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