Purpose of the Role

The Finance & Office Administrator plays an important role within the centre management team ensuring smooth processing of costs and charges relating to income and expenditure of the shopping centres finance business operation. Keeping accurate records for monthly client reporting across various budgets is essential in this role. Raising purchase orders and processing invoices, recording and reconciling client statements is also essential along with recording car park usage and income for the visitor’s car park, retailer car park and commercial income. Forming relationships with retailers is important for obtaining trading information both weekly and monthly for reporting using the tenant app and in person discussions.

Provide Administrative support to the centre management team and keep records of meetings and distribution of team meeting minutes. Manage the office and meeting room space and prepare for meetings and maintain office equipment supplies. Meeting centre guests, contractors and visitors as the first point of contact with good customer service and telephone manner.

Accurate recording and reconciling of charges across various budgets and housekeeping. The role also includes receiving car park income statements and usage and transferring data across various internal spreadsheets for client reporting.

Key Responsibilities

Financial

· Budget Reconciling - Work with the centre management team to reconcile and record costs and income expenditure into various reporting spreadsheets for client reporting. Raise adjustments and inform client accountant. Ensure business rates are informed of COT tenancies.

· Reports – Prepare reports for client reporting and KPI’s in formats of the clients discretion. Reports can be for monthly, 12 monthly reporting and annual reporting along with ad hoc reporting.

· Budget Setting – Work with the centre management team to plan, prepare and produce budget spreadsheets in required templates.

· Purchase Orders – Raise purchase orders for costs associated with the various budgets and raise workflows for additional and commercial income.

· Car Park – Updating of daily income and car park usage and keep accurate records for client reporting. Produce monthly invoices for retail car park income and track payment of invoices and follow up late payments.

· Tenant Reporting – Obtain tenant trading information, collecting anecdotal trading information weekly and monthly by in person meetings and using the tenant app dashboard. Follow up reporting information in time for company KPI reporting.

· Commercial Income – Identify commercial income opportunities by maintaining existing and finding new relationships. Raise charges relating to commercial income and promotional space and form a good relationship with the commercial income partner company.

Administration

· Office Reception – Be the immediate point of contact for centre guest, visitors and contractors who come into the centre management office.

· Telephones – Answering of the centre telephone, transferring or taking details of the call and forwarding the information to the relevant member of the team.

· House Keeping – Ensuring the office is clean and tidy by liaising with soft service team to require ad hoc cleaning where required.

· Office & Meeting Space – Keep record of meeting room bookings and make sure space is ready for meetings to take place.

· IT Systems – Use IT systems to report and obtain information including mystery shop reports and for company KPI, benchmarking and spend analysis.

· Office Equipment – Maintain supplies of office equipment and stationery and keep record of usage and purchasing.

· General Administration – Prepare tenant handbooks, key acceptance and lost property records and general administration. In liaison with the soft services team keep tenant details and key holder information up to date.

· Mystery Shopper - Be a contact for enquiries for the centre website and customer service champion. Obtain monthly shopper report and identify scores and comments and distribute to the centre team.

· Promotional Space – Take bookings for promotional space with stakeholder partners and in liaison with the Marketing and PR Manager.

Skills, Knowledge and Experience

Qualifications

· Strong knowledge and ability of the use of Microsoft Office Suite with advanced skills in Microsoft Excel and desirably Word, PowerPoint and Outlook.

Skills and Competencies

· Excellent communication skills.

· Ability to form relationships easily.

· Willingness to undertake required company online training relevant to the role.

· Good telephone and customer service skills.

· Attention to detail is essential for financial and data reporting.

Knowledge

· Experience of purchase to payment systems

· Producing reports in different formats

· Knowledge of business operations particularly in property or retail environments

Essential Experience

· Good organisational skills

· Able to work to deadlines and produce reports in a timely manner.

· Conscientious with a can-do attitude

· Able to work as part of a team and as an individual.

Desirable

· A broad knowledge of office operations

· A willingness to work up to 4 weekends a year with time in lieu to be taken to support centre events calendar.

Working Hours - 40 hours per week, mostly Monday to Friday with flexibility to work 4 weekends per year to support events.

Salary - £32,500

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Please see our Benefits Booklet for more information.