Purpose of the Role
To fulfill all administrative duties within the Centre whilst supporting the Centre Manager and the Senior Management Team onsite.
Key Responsibilities
General
- The role of Office Manager 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 Office Manager will take instructions from the Centre Manager on site and will support the Senior Management team onsite.
- 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.
- 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.
- Deliver all aspects of the purchasing process including raising purchase orders, goods receipting and dealing with invoicing queries through to resolution.
- Updating the purchase orders database to enable accurate tracking of costs.
- Contribute to the processing of utility invoices, change of tenancy and queries.
- Support the weekly income reconciliation.
- Assist with the Car Park financial reporting and analysis.
Other
- To undertake the production of reports, letters, emails, memos, 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 footfall information regularly and distribute information accordingly.
- 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, liaising with accounts to raise invoices as required.
- 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.
- Co-ordinate own activities with those of the department and other Centre personnel.
- Provide support to other Centre personnel as required
- Work with team members to achieve team and Centre objectives
- Provide reception cover on a rota basis supported by the centre management administration team
- Attend any training and development courses as necessary.
- Adhere to all company policies and procedures
- Undertake any other reasonable duties as required to meet the needs of the Centre
Skills, Knowledge and Experience
Candidates will be required to demonstrate the following:
Essential
- A minimum of 5 GCSC's including Maths and English.
- 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.
- Broad knowledge of office administration within retail environment.
- Experience of dealing with senior level staff confidently with excellent verbal and written communication.
Working Hours - Monday – Thursday 9am-5pm (1 hour unpaid lunch) Friday 9am – 4pm (1 hour unpaid lunch) 34hrs per week
Salary - £28,252pa
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Please see our Benefits Booklet for more information.