Administration Assistant - Warwick Grove
We're reimagining the way Australians live, work, and play. We own and manage recognisable retail destinations across Australia and are evolving our portfolio to include retail, residential, and office spaces. We do things differently through our diverse portfolio, data-led decision-making, and nationwide development pipeline. We are Vicinity.
Role purpose
The key purpose of the Administration Assistant is to provide high quality service and efficient administrative support to the centre management team. The Administration Assistant is pivotal to the financial efficiency of the centre and is integral in delivering exemplary customer service and professionalism to all stakeholders, ensuring an exceptional customer experience. This role supports development toward the Administration Manager role during absences and contributes to succession planning. It includes a background in financial administration, including experience with accounts receivable and/or payable, and reporting using accounting systems to drive process efficiencies.
Key Accountabilities
Office Administration
* Guest experience desk and/or centre management reception and phone duties as required.
* Stationery management.
* Organise catering for business meetings and events.
* Lost and found management.
* Mail, postage and courier management.
* Attend and participate in daily team huddles, centre walks, monthly meetings, etc.
* Memorandums and various tenant communication preparation and delivery.
* Document filing in accordance with Vicinity filing protocols.
* Daily requirements of centre administration and asset team support.
* Maintain up-to-date tenant information details.
* Ensure all office compliance is up to date.
Financial Administration
* Provide high quality service and efficient administrative support to the centre management office.
* Assist in actioning shopping centre monthly reporting timetable.
* Maintain centre-based specialty tenant payment allocations and, where required, work with Accounts Receivable.
* Action and process supplier invoicing.
* Manage procurement and accruals processing.
* Maintain the shopping centre's monthly sales process and reporting.
* Manage the gross audited sales tasks, including collecting audited sales certificates and entering information in the accounting system, adjusting variances as necessary.
* Assist with Gift Card processes, including stock management, daily and monthly reconciliation and user management.
* Assist with tenant billings and recharge calculations in accordance with lease requirements.
* Assist with non-tenant invoice and debt management, reporting and cash allocation.
* Assist with tenant debt processes including debt letter management and assisting Retail Manager with implementing payment plans and managing activity log entries.
* Action the reporting, maintenance and collection of public liability insurance.
* Assist with Bank Guarantee management – returns, exchanges and collections as required.
Centre Operations
* Contribute to the highest level of centre presentation standards each day.
* Support the Guest Experience team in delivering exceptional Guest Experiences and assisting in the management of customer complaints and/or feedback.
* Car park administration as required, including processing permits, renewals, manual billing, and debt; issuing memos; invoicing retailers and non-tenants; monthly reconciliations; tenant disputes and charges; managing fine disputes on behalf of Vicinity team members; balancing income and costs associated with the car park system.
Key Role Relationships
* Administration Manager
* Guest Experience Team
* Centre Manager
* Operations Team
* Car Park Team
* Marketing Executive
* Retail Manager
* Accounts Payable
* Accounts Receivable
* Revenue Administration
* Asset Team
External Role Relationships
* Contractors
* Customers
* Retailers
Experience & Capabilities
ESSENTIAL EXPERIENCE (what you have done)
* An experienced professional with a background in administration and/or reception is desirable.
* Experience within an environment where the customer experience is at the centre of everything.
CRITICAL KNOWLEDGE (what you need to know)
* Proven capability in working with various stakeholders to meet deadlines and centre objectives.
* Adept at the management of monthly reporting timetables, accounting software, billings recharges and receipting, reconciliations, debt management, and process efficiencies.
* Ability to adapt to change in systems, policies and procedures.
* Continuously build on capabilities in order to step into the Administration Manager role during absences.
* Excellent customer service and administrative skills.
* Strong interpersonal, verbal and written communication skills.
* Strong organisational, compliance and time management skills with the ability to multi-task and have an excellent eye for detail.
* Well-rounded financial acumen skills with a basic understanding of accounting principles.
* Ability to work as a part of a team, capable of working independently, and able to develop and maintain strong relationships.
CAPABILITIES (what you can do)
* Collaborate as an Asset Team - Collaborate for best outcomes for asset and team versus best outcome for individual – Intermediate.
* Planning & Prioritisation - Identify the tasks required to achieve the desired outcomes and prioritise tasks in the right order – Foundational.
* Customer Focused - Understand various customer stakeholders and always consider their needs when making decisions – Foundational.
* Develop Strong Stakeholder Relationships - Identify, nurture and strengthen diverse stakeholder relationships – Foundational.
* Problem Solving - Use logic and methods to solve problems with effective solutions – Foundational.
* Health, Safety, Environment & Wellbeing - Integrate health, safety, environment and wellbeing into ways of work at asset level to ensure the safety of everyone – Foundational.
* Regulatory Framework & Environment - Undertake business activity and decision making with prudent understanding and interpretation of relevant regulatory frameworks – Foundational.
* Demonstrate Financial Acumen - Understand how the business operates, the market dynamics and what must be done to be a successful business, both for the short term and longer term – Foundational.
* Understands Asset Vision & Strategy - Know the 'why' behind decisions and actions, think bigger than today, and plan for the future – Foundational.
PERSONAL ATTRIBUTES (who you are)
You consistently demonstrate and role model the Vicinity values to life:
* Respect: We listen to and acknowledge each other's views; difficult conversations with care.
* Integrity: We back our words with the right actions and do the right thing, no matter the situation.
* Customer Focus: We nurture a genuine connection with our customers and consider customer needs when making decisions.
* Collaboration: We invite the right people to the table and balance consensus with decisive actions.
* Excellence: We always strive to improve and share challenges and celebrate wins.
Why Vicinity?
* Flexible working options
* Birthday leave & purchased additional leave
* $1,000 worth of VCX securities rewarded for eligible team members
* Generous Parental Leave
We are committed to diversity and an inclusive work environment. Applications are encouraged from all sectors of the community, including Aboriginal and/or Torres Strait Islander communities.
Note: Some website accessibility limitations exist. If you need information in an alternate format or require reasonable adjustments during recruitment, contact our Talent Acquisition team via email or phone as listed.
Expiry notice: This description does not imply an open status. All applicants must have Australian work rights. A Criminal History Background/Police Check may be required at later stages, along with additional qualification checks as needed.
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