Job title
Administrator (Part-time) – Fixed Term Contract
Site Name and Location
Buchanan Galleries, Glasgow
Working Hours
20 hours per week – flexible on hours worked per day / number of days worked
Salary
Purpose of the Role
The Administrator is an integral part of the Centre Management team, implementing and maintaining the highest standard of administrative support, and in doing so, optimising the efficiency of the Centre.
The role is proactive, customer and team focused and will ensure the overall smooth running of the office, working closely with the Office Manager.
Key Responsibilities
Responsible to: Security Area Manager?
Main Duties
- Act as an Ambassador to the centre at all times by providing an excellent standard of customer service.
- When dealing with Brand Partners, ensure that they are treated with respect and courtesy.
- Undertake any training as and when required by Savills.
- Maintain accurate records as defined by the Centre Director and the Office Manager.
- From creation to disposal, implementing robust file governance strategies is essential for maintaining data privacy, compliance with regulations, and overall operational efficiency. Financial records should be kept for 7 years. Personnel files should be deleted as soon as the individual leaves our employment.
- Oversee Stationary and other office stocks in liaison with the Office Manager
- To undertake specific tasks in dealing with Brand Partners (including the onboarding of new store managers), working closely with the Operations Team and the Retail Manager.
- Manage Retailer Performance monitoring scheme via Retail Advantage. Trading figures must be received by 12 noon on Tuesday (for the previous week). Follow up (via email/in-person) may be required.
- Work with the Centre Operations and Car Park team. Maintain accurate reporting on matters relating to the Car Park. In particular, but not exclusively
- Customer Complaints
- Till reports
- Protocol numbers
- QuickPark reporting
- Daily Occupancy
- Usage data
- Income data
- Be fully aware of Centre Health & Safety and Emergency policies and procedures and comply with them. It may be necessary (on an ad hoc basis) to assist in the escalation of the notification procedure, working closely with the on-site Incident Management Team.
- Deal with enquiries by telephone, email, and in-person.
- Work within the Centre's Social Media Strategy (as and when required) in the sourcing of content. Working with the Retail Manager, Landsec Marketing representatives and The Content Emporium.
- Liaise with Savills Client Accountant on financial matters where appropriate, ensuring that they are fully aware of any irregularities.
- Maintain relevant information pertaining to Customer Complaints, ensuring a timely and appropriate response.
- Maintain a charity log, listing monetary support as well as space given and volunteering time.
- Maintain an action plan recording Mystery Shopper results, ensuring team involvement.
- Work with the Retail Manager on Landsec initiatives such as Share Your Thoughts/Surprise and Delight.
- Attend diarised Health & Safety/Environmental Committee team meetings, take notes and ensure actions are followed up.
- As required, provide on-site support for Marketing, Community and Commercial events.
- Co-ordinate catering requirements as and when required.
- Accurate management of Savills Cascade system, including Overtime, Holiday and Sickness reporting. Liaise with Savills payroll department as appropriate.
- Ensure Mallcom (Savills App) is kept up to date in terms of content.
- Work closely with the Assistant Operations Manager and the Cleaning and Security Manager.
Skills, Knowledge and Experience
Essential
- Reliable, helpful and well-presented and with excellent people skills.
- Ability to work in a team, or alone under the direction of Centre Management.
- Customer focused with strong customer service skills, able to provide a helpful and polite service, by telephone, email and in person.
- Pleasant manner and efficiency in relaying messages and taking instructions.
- Excellent communication skills.
- Ability to deal with confidential information.
- A calm disposition.
- Able to work under pressure to deadlines.
- Careful and conscientious with an aptitude for attention to detail.
- Confident enthusiastic personality – the role involves retailer liaison to improve and maintain communications between centre management and tenants.
- Ability to prioritise
- To be able to work the hours and shifts in accordance with conditions of employment.
Desirable
- To have good working knowledge of the Centre, it's retailers, and the city centre. Also to have a good understanding of local city centre amenities, and/or the skills to source relevant information quickly and efficiently.
The above is not an exhaustive list of duties, and you will be expected to perform different tasks as deemed necessary from time to time.
Working hours: 20 per week
Salary: £12.94 per hour
#LI-DNI
Please see our Benefits Booklet for more information.