Centre Administrator

**JOB DESCRIPTION**:
Job Title

Centre Administrator (CA) Manager Part Time.

Department

The Wellington Aldershot

Location

Centre Management Suite

Responsible to

Operations Manager.

**Key Objectives**

To contribute to the efficient operation of the Centre Management Suite through the effective management of the reception and office administration systems.

**Main Duties and Responsibilities**
- Support the centre manager with general administration as and when required and ensuring compliance with the landlord.
- Support the centre manager, helping in the delivery of communications and administration of budgets.
- Assist the property team with the management of on-site car parking, including licensing and raising of invoices, and ordering.
- Assist the Property team with processing the payment of invoices.
- Assist the centre manager in all expense process.
- Assist the centre and property manager with checking the monthly Service Charge Expenditure report and checking invoices off the report.
- Manage the purchase order log, checking invoices off the spreadsheets.
- Maintain the centres filing and information systems in accordance with centre policy.
- Order and manage stationery and office furniture requirements within the administration budget.
- Maintain the centre’s health and safety updates for the notice boards and ordering First Aid supplies.
- Managing service contracts for IT, photocopier, office, and telephones etc.
- To report any defects to the centre manager which relate to the shopping centre in the first instance.
- Managing of Accident, Incident, Third Party and Riddor Reports completion (includes checking all information, gaining photographs / CCTV if required, inputting into specific tracking spreadsheet and sending on to the insurers and also dealing with potential claims with insurers).
- Managing updates of all Emergency Response site information documents and circulating to the relevant team members, head office and tenants with assistance from Centre Operations/ Centre Manager.
- Raising of purchase orders for suppliers i.e. stationery, office furniture, uniform, retailer posters, leaflets etc.
- Assisting the centre manager with completing the quarterly service charge reports and sending to Retailers head offices.
- Managing the collection of Fire Risk Assessments from all Retailers (from sending out letters, chasing via telephone, visiting or inputting into specific spreadsheet and overseeing renewals) with assistance from the on-site team.
- Working with the Centre Manager to manage the onsite web-site and update all offers and adverts from the tenants when required.
- Assisting the centre in managing the mall commercialisation initiatives to maintain and increase the revenue streams for the centre.
- Other duties which are related to the function of the shopping centre as and when required.

**Experience, Knowledge & Qualifications required for the position**
- At least 2 years experience as team Administrator and Receptionist.
- Experience with finical platforms such as Horizon ( training can be provided )
- Excellent software qualifications - advanced word, intermediate excel and power point
- Strong secretarial skills, minimum typing speed 60 wpm
- Experience in developing administrative processes and procedures

**Competencies and Attributes required for this position**
- Strong organisational skills - ability to multi task and prioritise workload
- Fast and responsive - working to strict deadlines
- Proven communication and interpersonal skills to all levels
- Resourceful, innovative thinker
- Ability to work on own initiative
- Team Player - maintain close working relationships with all other employees of the business to assist in the facilitation of projects
- Ability to listen and a willingness to learn
- Utmost discretion when dealing with all sensitive and confidential information
- Results and achievement oriented to high standards
- Committed, motivated and passionate about our people and our company