Role purpose The key purpose of the Administration Manager is to provide high quality service, 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.
The Administration Manager works closely with the Operations Manager to assist in the accuracy and completeness of the centre's financial responsibilities.
The Administration Manager is responsible for supporting the continuous development of direct reports skillsets (as applicable), supporting to build the capabilities needed to step into the Administration Manager role during absences and contributing to succession planning efforts.
Key Accountabilities People Leadership (if applicable) All elements of the annual performance cycle are completed by the due date (including goal setting, mid-year reviews, EOY conversations).
Regular 1:1's, team meetings and development conversations conducted - minimum monthly cadence.
Performance issues are managed in an effective and timely manner.
Quarterly development conversations conducted with all team members.
100% of compliance training is completed on time for team.
All health and safety, risk and compliance requirements are delivered across the team.
Effective management of budgets as per forecast with demonstrated focus on managing cost.
Demonstrated commitment to building own capability as a people leader.
Office Administration Support, coach and guide the Administrative and Reception team (where applicable), and overall responsibility of the following: Guest experience desk and/or centre management reception (where applicable) and phone duties as required.
Demonstrated focus on managing costs and budgets.
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 Responsibility Provide high quality, accurate and efficient administrative services to support the centre management office.
Responsible for centre-based specialty tenant payment allocations and where required working with Accounts Receivable.
Responsible for supplier invoice processing and general ledger accounts reconciliations.
Manage procurement and accruals processing.
Work closely with the Operations Manager to assist in the accuracy and completeness of the centre's forecast and budget, maintaining management of accruals, purchase orders, suppliers and contractors Maintain the shopping centre's monthly sales process and reporting.
Responsible for the centre's gross audited sales tasks; collecting audited sales certificates and entering information in the accounting system, adjusting variances as necessary.
Manage all Gift Card processes, including stock management, daily and monthly reconciliation and user management.
Responsible for tenant billings and recharge calculations in accordance with lease requirements.
Responsible for all account reconciliations.
Responsible for non-tenant invoice and debt management, reporting and cash allocation.
Responsible for tenant debt processes including debt letter management and assisting Retail Manager (where required) with implementing payment plans, managing activity log entries, and providing legal instructions.
Responsible for reporting, maintenance and collection of public liability insurance.
Assist with Bank Guarantee management – returns, exchanges and collections as required.
Reporting Sales Reporting- Complete monthly sales reports as required in an accurate and timely manner.
Assist in the delivery of the Centre and Owner reporting, and quarterly reporting.
Monthly Centre Internal Review Reports.
Non-Tenant Debt Reporting.
Purchase Order Review Reporting.
Action shopping centre monthly reporting timetable.
Centre Operations Assist Operations to achieve material improvements in centre presentation standards including minor capital projects and operating expenditure influence.
Contribute to and participate in the delivery of the centre owner reports.
Contribute to the highest level of centre presentation standards each day.
Support the Guest Experience team (where applicable) in delivering exceptional Guest Experiences and assisting in the management of customer complaints and/or feedback.
Car park administration as required, which may include 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 Assistant/Team Guest Experience Team Centre Manager Operations Team Car Park Team Marketing Executive Retail Manager Accounts Payable Accounts Receivable Revenue Administration Leasing Asset Team External Role Relationships Contractors Customers Retailers Experience