Administrator Part-Time, FTC - Princesshay

Job Description

Purpose of the Role

• The role of Administrator is pivotal to the success of the Centre Management operation. The administrator is responsible for ensuring that all site based systems which inform financial matters are in place.

• The Administrator will take instructions from the Centre Manager on site and will support the operational management team.

Key Responsibilities

• To oversee petty cash – keeping all records of expenditure for reconciliation on a monthly basis.

• Deal with all ad hoc general enquiries and help build the relationship between occupiers, contractors and centre management.

• To control the level of stationery within budget and ensure effective cost control is in place.

• Update the utility meter readings spreadsheet and dashboard with utility meter readings on a monthly basis.

• Ensure that the telephone is answered in a professional manner and within an appropriate ring time.

• Under instruction from the Centre Manager, to keep a track of all expenditure on the shopping centre, against the agreed budgets for all properties. These records need to be held in an agreed ‘Excel’ format that is separate to any accounts system.

• To bring to the attention of the Centre Management team any discrepancies with any income or expenditure stream.

• To ensure income from the Car Parks is reconciled and banked in accordance with company procedures.

• To liaise with the accounts team on any enquiries relating to payment of suppliers.

• To issue purchase orders on instruction from the management team.

• To ensure invoices are correctly coded to properties and schedules.

• Under instructions from the Centre Manager to ensure that all periodic reporting to the client, is undertaken on a regular basis in an agreed professional manner.

• To update business systems 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).

• To support the Marketing Manager in producing information for newsletters, website and social media updates and event activity.

• The co-ordination of periodic internal meetings to ensure communication between all parties is satisfactory.

• To reconcile and bank income arising from the use of Public Toilets, promote and manage the onsite Meeting room hire, liaising with accounts to raise invoices as required.

• To support the Operations Manager in producing and distributing parking cards to occupiers as required.

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.Skills, Knowledge and Experience

• A minimum of 5 GCSC’s including Maths and English.

• Excellent organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.

• 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.

• Excellent verbal and written communication skills.

• Ability to deal with confidential information.

• 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.

• Proficient in the full range of Microsoft applications inc. Word, Excel, PowerPoint and Outlook.

• Broad knowledge of financial administration and service charges within commercial property environment.

Working Hours -Mon-Fri 10-2pmSalary -£13.20 per hour#LI-DNIPlease see our Benefits Booklet for more information.