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 role is pivotal to the success of the centre's financial efficiencies and is integral in delivering exemplary customer service and professionalism to all stakeholders, ensuring an exceptional customer experience. The Administration Assistant brings a background in financial administration, including experience with accounts receivable and/or payable, and a breadth of knowledge in reporting using accounting systems to drive process efficiencies.
Flexibility is required to work across both DFO Uni Hill and DFO Essendon.
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 work with Accounts Receivable when required.
* 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, which may include processing permits, renewals, manual billing, debt, issuing memos, invoicing retailers and non‐tenants, monthly reconciliations, tenant disputes and charges, and managing fine disputes on behalf of Vicinity team members.
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
* 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
* Proven capability in working with various stakeholders to meet deadlines and centre objectives.
* Adept at managing monthly reporting timetables, accounting software, billings recharges, receipting, reconciliations, debt management and process efficiencies.
* Ability to adapt to change in systems, policies and procedures.
* Continuously build on capabilities 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 maintain an excellent eye for detail.
* Basic understanding of accounting principles.
* Ability to work as part of a team, capable of working independently, and able to develop and maintain strong relationships.
Capabilities
* Collaborate as an Asset Team – intermediate level.
* Planning & prioritisation – foundational level.
* Customer focused – foundational level.
* Develop strong stakeholder relationships – foundational level.
* Problem solving – foundational level.
* Health, safety, environment & wellbeing – foundational level.
* Regulatory framework & environment – foundational level.
* Demonstrate financial acumen – foundational level.
* Understand asset vision & strategy – foundational level.
Personal Attributes Respect
* We listen to and acknowledge each other's views.
* We have difficult conversations with care.
Integrity
* We back our words with the right actions.
* We do the right thing, no matter the situation.
Customer Focus
* We nurture a genuine connection with our customers.
* We consider customer needs when making decisions.
Collaboration
* We invite the right people to the table.
* We balance consensus with decisive actions.
Excellence
* We always strive to improve.
* We share our challenges and celebrate the wins.
Benefits
* Flexible working options
* Birthday leave & purchased additional leave
* $1,000 worth of VCX securities rewarded for eligible team members
* Generous Parental Leave
We live and work by our values of Respect, Integrity, Customer Focus, Collaboration and Excellence. They are the foundation to everything we do and provide us a north star with which we can shape meaningful places where communities connect.
At Vicinity we embrace and celebrate diversity and are committed to creating an inclusive work environment where we attract, retain and develop our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.
To be eligible to apply for this position, you must have existing, relevant Australian work rights. At the later stages of the recruitment process the shortlisted candidate/candidates will be required to undergo a Criminal History Background/Police Check as a mandatory part of the process. Additional qualification checks may also be required depending on role and level.
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