Role Purpose
The key purpose of the Administration Manager is to provide high quality service and accurate financial administration of expenditure and income transactions at the centre level across multiple business units. This role is pivotal to the financial efficiencies of the portfolio and is integral in delivering exemplary customer service and professionalism to all stakeholders, helping to bring the Vicinity brand to life.
Key Accountabilities
* People Leadership (if applicable) - Complete all elements of the annual performance cycle by due date, including goal setting, mid‐year reviews, and EOY conversations. - Conduct regular 1:1s, team meetings and development conversations with a minimum monthly cadence. - Manage performance issues in an effective and timely manner. - Conduct quarterly development conversations with all team members. - Ensure 100% compliance training is completed on time for the team. - Deliver all health and safety, risk and compliance requirements across the team. - Effectively manage budgets, focus on cost control and demonstrate commitment to building own capability as a people leader.
* Office Administration Support - Coach and guide the Administrative and Reception team (where applicable). - Oversee guest experience desk and/or centre management reception and phone duties. - Manage stationery, lost and found, mail, postage and courier processes. - Organise catering for business meetings and events. - Attend daily team huddles, centre walks and monthly meetings. - Prepare and deliver memorandums and various tenant communications. - File documents according to Vicinity filing protocols. - Maintain up‐to‐date tenant information and ensure all office compliance is current.
* Financial Responsibility - Provide accurate and efficient administrative services to support the centre management office. - Administer centre‐based specialty tenant payment allocations and coordinate with Accounts Receivable. - Process supplier invoices, handle general ledger reconciliations and manage procurement and accruals processing. - Assist Operations Manager with forecast accuracy, budget preparedness, accruals, purchase orders, suppliers and contractors. - Maintain the shopping centre's monthly sales process, including audited sales certificates, entry into the accounting system and variance adjustments. - Manage all gift card processes: stock management, daily and monthly reconciliation and user management. - Handle tenant billings, recharge calculations, account reconciliations, non‐tenant invoice and debt management, public liability insurance, and bank guarantee management.
* Reporting - Complete monthly sales reports accurately and promptly. - Deliver centre and owner reporting, quarterly reporting and monthly centre internal review reports. - Generate non‐tenant debt reports, purchase order review reports and adhere to the shopping centre monthly reporting timetable.
* Centre Operations - Assist Operations in improving centre presentation standards and minor capital projects. - Contribute to and participate in the delivery of centre owner reports. - Support the Guest Experience team in delivering exceptional experiences, handling customer complaints and feedback. - Manage car park administration: permits, renewals, manual billing, debt and dispute resolution, invoicing, reconciliations and fine disputes.
Essential Experience
* Strong background in administration, financial responsibilities and accounting awareness.
* Experience working in teams and confidently influencing others to achieve best outcomes.
* Experience in an environment where customer experience is central.
Critical Knowledge
* Proven capability to work with various stakeholders to meet deadlines and centre objectives.
* Expertise in monthly reporting timetables, accounting software, billings, recharges, receipting, reconciliations, debt management and process efficiencies.
* Ability to adapt to changes in systems, policies and procedures.
* Excellent customer service, administrative, interpersonal, verbal and written communication skills, organisational and time‐management abilities.
* Strong financial acumen, understanding of accruals management, forecasting, budgeting and accounting principles.
* Capacity to work both independently and as part of a team, developing and maintaining strong relationships.
Capabilities
* Collaborate as an Asset Team – Advanced level.
* Planning & Prioritisation – Identify tasks required to achieve desired outcomes and prioritise accordingly.
* Customer Focused – Understand various customer stakeholders and consider their needs when making decisions.
* Develop Strong Stakeholder Relationships – Identify, nurture and strengthen diverse relationships.
* Problem Solving – Use logic and methods to solve problems with effective solutions.
* Health, Safety, Environment & Wellbeing – Integrate health, safety, environment and wellbeing into work at asset level.
* Regulatory Framework & Environment – Undertake business activity and decision making with a prudent understanding of relevant regulatory frameworks.
* Demonstrate Financial Acumen – Understand how the business operates, market dynamics and what must be done for short and long term success.
* Understand Asset Vision & Strategy – Know the 'why' behind decisions and actions, think bigger than today, and plan for the future.
Personal Attributes
* Respect – Listen to and acknowledge each other's views, and have difficult conversations with care.
* Integrity – Back words with right actions, do the right thing no matter the situation.
* Customer Focus – Nurture genuine connections with customers and consider their needs when making decisions.
* Collaboration – Invite the right people to the table; balance consensus with decisive actions.
* Excellence – Strive constantly to improve; share challenges and celebrate wins.
Benefits & Work Environment
Flexible working options; birthday leave & purchased additional leave; $1,000 worth of VCX securities for eligible team members; generous parental leave. We thrive on respect, integrity, customer focus, collaboration and excellence. We celebrate diversity and are committed to creating an inclusive work environment for all.
Equal Opportunity Employer
Applications are encouraged from all sectors of the community, including the Aboriginal and/or Torres Strait Islander community. We are aware of current accessibility limitations on our website and are working to improve it. Reasonable adjustments can be made to support recruitment processes or the role. Eligibility requires relevant Australian work rights. Shortlisted candidates may undergo a Criminal History Background/Police Check and other qualification checks as required.
#J-18808-Ljbffr