Job Title: Administration Coordinator
This is a unique opportunity to work in a dynamic team as an Administration Coordinator.
About the Role
We are seeking a highly organized and detail-oriented individual to manage administrative tasks, provide exceptional customer service, and support the Centre Management Office.
Main Responsibilities
1. Reception Duties:
* Handle incoming calls and front desk inquiries with a professional demeanor.
* Assist with general queries, customer feedback, and escalate when necessary.
* Notify cleaning and security staff of centre or office issues.
* Ensure contractors sign in/out properly.
2. Centre Administration:
* Manage office stationery and kitchen supplies within allocated resources.
* Maintain up-to-date contact lists and mailing databases.
* Coordinate incoming/outgoing mail efficiently.
* Support incident reporting and follow-up with authorities as needed.
* Maintain the lost & found register and update unclaimed items monthly.
* Assist with tenant correspondence and mobility unit hire.
* Create storage and signage license agreements.
* Support distribution of marketing materials to retailers.
* Record and distribute weekly team meeting minutes.
* Assist with collection of bank guarantees.
* Provide administrative support to centre management.
* Support payment allocation based on remittances.
* Assist the admin manager with the rent roll procedure.
3. Income and Expenditure Administration:
* Manage tenant debtors and reduce arrears below 2%.
* Prepare weekly arrears updates for leasing reports.
* Raise and follow up purchase orders.
* Match invoices to POS and secure manager approvals.
* Generate tenant invoices for electricity, percentage rent, etc.
* Set up and manage vendors in EFTSure.
* Request Veda property search reports and assist with debt collection.
* Draft arrears letters for admin manager review.
4. Sales Collection & Reporting:
* Collect monthly and audited sales as per lease deadlines.
* Input sales data into the property management system.
* Distribute sales reports and tenancy schedules monthly.
* Document tenant communications in the system.
* Support the collation and distribution of monthly reports.
* Track and input annual audited gross sales certificates.
5. Operations and Deka Support:
* Assist with informal operations feedback and reporting.
* Ensure cleaning and security meet expected standards.
* Record tenancy coordination meetings.
* Complete tenancy instruction requests for fit-out.
* Prepare reports and technical tools per Deka procedures.
* Collate TRTC, RPR, and quarterly MA/Deka reports.
6. Workplace Health & Safety Responsibilities:
7. All employees must:
* Comply with WHS/OH&S policies.
* Work safely and report all incidents or hazards.
* Participate in WHS training, risk assessments, and investigations.
* Alert their manager to any potential WHS concerns.
Requirements and Qualifications
* Administrative background with a strong customer service focus.
* Shopping centre industry experience highly regarded.
* Familiarity with administration systems like Property Management System.
Benefits and Features
This role offers a dynamic work environment, opportunities for growth and development, and the chance to make a real difference in the community.