Centre Administrator - Affinity Staffordshire Outlet Shopping Centre

Job Description

Purpose of the RoleTo fulfil all administrative duties within the Centre whilst supporting the Centre Manager as required.Key ResponsibilitiesGeneral The role of Administrator 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 Manager on site and will support the management, security and housekeeping teams. The Line Manager will be the Centre Manager 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. Ensure all Savills documentation is scanned and emailed over to the relevant department and hard copies sent via Royal Mail. To oversee all records of expenditure for reconciliation on monthly basis. 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.Accounts To liaise with the accounts team on any enquiries relating to payment of suppliers. 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.Other To undertake the production of reports, letters, emails, memos, faxes, etc, as requested by the Centre Manager or Managing Agent. 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 update the Dashboard 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 / Meterreadings). To support the Marketing Assistant in the collation of Monthly Newsletters, website and social media updates and event activity. To update monthly meter readings for tenants and Centre energy usage. To update footfall information regularly and distribute information accordingly. In conjunction with the Marketing Administrator 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 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 Candidates will be required to demonstrate the following:Essential

• 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.
• Proficient in full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• An understanding of office administration within retail environment.
• 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.

Working Hours30hrs per week over 5 daysSalary£16,500 - £17,500