Job Description

You will be responsible for providing financial and general administrative support to Centre Manager. You will provide administrative support to the team and maintain the smooth running of the Centre Management Office. Delivery will be in line with industry best practice standards to ensure the highest standards of management to the Centre.

RESPONSIBILITIES

• To provide financial administration of the online accounts system
• To provide administrative support to the Centre management team in respect of starters and leavers, holiday and absence records
• To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates
• To be responsible for maintaining Supplier Set-Up
• To be responsible for stationery ordering and ensuring all office consumables have the necessary levels available
• To be responsible for handling insurance claims paperwork and maintaining full records of claims incidents, liaising with the managing agent and landlord brokers as directed
• Answering the telephone and professionally dealing with all queries and complaints
• Arranging meetings for and on behalf of the Centre Manager and keeping diaries updated
• Provide a customer facing approach to all enquiries at the Centre management office often as the first point of contact for visitors
• Take notes and produce minutes of meetings as required
• Manage all systems and data bases as required for of the running of the Centre
• To ensure that all electronic filing is backed -up and filing protocols are followed
• Opening and distributing of incoming post and producing all outgoing correspondence on behalf of the Centre Management team.
• Archiving
• Inform Insurers of any sprinkler drain down works being undertaken by the Centre and Tenants
• Progress any public liability claims letters from Solicitors to Insurers and forward Accident Investigation Pack
• Input information onto Footfall Data system and enter weather and events taking place in the Centre
• Create weekly, monthly and quarterly reports as directed by the Centre Manager
• Log Tenants Trade information on Footfall Data site
• Update SLI Rates Department of any opening and closing dates of Tenants
• Monitor Rates Mitigation Tracker and inform SLI Rates Department of storage/window display usage
• Update and pursue information regarding Tenant Trackers for Tenants health and safety information (Fire Risk Assessment/5 year hard wire certificates/Waste Transfer notes etc)
• Fire Warden Duties
• Reporting of any accidents/incidents on Landlord’s property formally and in a timely manner.
• Deal with urgent invoices etc and progress to managing agent for payment
• Tenancy Schedule Review: Check Master schedule and update any amendments to Tenants movements
• Manage occupancy and vacancy database
• Raising purchase orders, inputting invoices onto the on line accounts system for approval.
• Managing the quarterly service charge reconciliation and reporting
• Managing the annual reconciliation and reporting and annual budgeting in a timely manner
• Management of two part time receptionists.
• Any additional duties as reasonably requested

Required Knowledge, Skills, and Abilities

• Math and English GCSE/ O’Level or equivalent
• Vocational; Qualifications (e.g. NVQ/SNVQ)
• Proven administrative skills with experience of office organization
• Demonstrable competence with use of IT, Word, Excel and Access packages
• Numerate with experience of monitoring and managing expenditure against budget, invoices and finance via Excel
• The confidence to establish a dialogue with anyone internal or external to the business
• Strong customer relations skills and an ability to integrate with a diverse and changing environment
• Experience in managing and establishing office filing regimes
• Can take accurate minutes and dictation using shorthand or straight to keyboard
• Strong organizational skills – an ability to work without close supervision and priorities
• Ability to positively interact with key stake holders.
• Strong communication skills, both verbal and written.
• Able to work on own initiative, to listen and willingness to learn.
• Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
• Ability to multi-task in a fast moving environment