Your Organisation They go above and beyond to help investors, businesses, and communities achieve their goals.
With over 29 years of experience in property investment and funds management, they are one of Australia's top fully integrated property groups.
Your Role The Administration Assistant / Reception role is responsible for a number of key administrative functions within the centre management office.
The role includes the distribution of communications, collection and reporting of information, management of the front reception area, public liability Insurance (COC) collection, assisting with casual mall leasing and charity bookings, collection of and dissemination of information as required under the Retail Leases Act and the administrative support of the Team.What you will be doingAdministrationGeneral reception duties including contractor sign in & maintaining key registerMaintain contact lists for key stakeholdersBooking of staff travelDocument all communication with tenants regarding PLI / COC collection and ensure these are received by due dates as requiredEnsure information collected is updated in YardiArrange contractors for repairs & maintenance jobsMonthly rent roll process and adhoc charges to tenants including uploading of support documentationPrepare and Distribute memos to tenants as requiredGeneral SupportRaise all purchase orders as directed and ensure purchase order summary is kept up to dateProcessing of accounts payable invoicesWeekly and daily casual mall leasing checks to ensure compliance with bookings and site requirements and reportingPrepare charity licence agreements and maintain register of bookingsProvide support to the Retail, Centre & Operations ManagersCollection of retailer sales figuresManage Contractor documentation including public liability, licence, site inductions etc.
to ensure they comply with relevant policies.
Onboarding of new contractors in Yardi.Support Operations with contractor sign in, out and compliance process to undertake works onsiteManage and co-ordinate the distribution of correspondence to retailersEnsure that place & presentation is of a high standardDistribute mail as it arrives.Organise couriers when requiredEnsure weekly staff meetings are minuted and distributed prior to next meetingPrepare responses to customer commentsUndertake training in Yardi, Noggin, Tradeshift, Intelligence Bank & SharePoint (all relevant IT systems)Marketing supportResponsible for any other ad hoc administrative duties as directed by the Retail or Centre Manager from time to timeMaintain office supplies and equipment.Manage electricity and water usage charges to tenantsKey relationships Internal stakeholders: Regional Manager, Regional Administrative Manager, Centre Manager, Retail Manager, Operations Manager, Leasing executiveExternal stakeholders: Tenant customers, contractors, suppliers, community groups, general public.What we're looking for Have strong administrative skills, supported by a strong knowledge in financial reporting and accrual accounting.Strong experience in Office Management, ideally with experience in Retail Centre Management administration but not essentialAlso have a high level of computer literacyWordPowerPointExcelOutlookMicrosoft TeamsInterested?
Apply for the role—contact for further information.skillsadministration officer, administration, admin, records management, administrator, clerk, Data entryqualificationsStrong experience working within the admin spaceStrong knowledge in financial reporting and accrual accountingRetail Centre Management administration experience is desirable but not essential.educationVocational/Professional Qualification
