Your Organisation
They go above and beyond to help investors, businesses, and communities achieve their goals. With over 29 years of experience in property investment and funds management, they are one of Australia's top fully integrated property groups.
Your Role
The Administration Assistant / Reception role is responsible for a number of key administrative functions within the centre management office. The role includes the distribution of communications, collection and reporting of information, management of the front reception area, public liability Insurance (COC) collection, assisting with casual mall leasing and charity bookings, collection of and dissemination of information as required under the Retail Leases Act and the administrative support of the Team.
What you will be doing
Administration
General reception duties including contractor sign in & maintaining key register
Maintain contact lists for key stakeholders
Booking of staff travel
Document all communication with tenants regarding PLI / COC collection and ensure these are received by due dates as required
Ensure information collected is updated in Yardi
Arrange contractors for repairs & maintenance jobs
Monthly rent roll process and adhoc charges to tenants including uploading of support documentation
Prepare and Distribute memos to tenants as required
General Support
Raise all purchase orders as directed and ensure purchase order summary is kept up to date
Processing of accounts payable invoices
Weekly and daily casual mall leasing checks to ensure compliance with bookings and site requirements and reporting
Prepare charity licence agreements and maintain register of bookings
Provide support to the Retail, Centre & Operations Managers
Collection of retailer sales figures
Manage Contractor documentation including public liability, licence, site inductions etc. to ensure they comply with relevant policies. Onboarding of new contractors in Yardi.
Support Operations with contractor sign in, out and compliance process to undertake works onsite
Manage and co-ordinate the distribution of correspondence to retailers
Ensure that place & presentation is of a high standard
Distribute mail as it arrives.
Organise couriers when required
Ensure weekly staff meetings are minuted and distributed prior to next meeting
Prepare responses to customer comments
Undertake training in Yardi, Noggin, Tradeshift, Intelligence Bank & SharePoint (all relevant IT systems)
Marketing support
Responsible for any other ad hoc administrative duties as directed by the Retail or Centre Manager from time to time
Maintain office supplies and equipment.
Manage electricity and water usage charges to tenants
Key relationships
Internal stakeholders: Regional Manager, Regional Administrative Manager, Centre Manager, Retail Manager, Operations Manager, Leasing executive
External stakeholders: Tenant customers, contractors, suppliers, community groups, general public.
What we're looking for
Have strong administrative skills, supported by a strong knowledge in financial reporting and accrual accounting.
Strong experience in Office Management, ideally with experience in Retail Centre Management administration but not essential
Also have a high level of computer literacy
Word
PowerPoint
Excel
Outlook
Microsoft Teams
Interested? Apply for the role-contact [email protected] for further information. Please click here to apply.
They go above and beyond to help investors, businesses, and communities achieve their goals. With over 29 years of experience in property investment and funds management, they are one of Australia's top fully integrated property groups.
Your Role
The Administration Assistant / Reception role is responsible for a number of key administrative functions within the centre management office. The role includes the distribution of communications, collection and reporting of information, management of the front reception area, public liability Insurance (COC) collection, assisting with casual mall leasing and charity bookings, collection of and dissemination of information as required under the Retail Leases Act and the administrative support of the Team.
What you will be doing
Administration
General reception duties including contractor sign in & maintaining key register
Maintain contact lists for key stakeholders
Booking of staff travel
Document all communication with tenants regarding PLI / COC collection and ensure these are received by due dates as required
Ensure information collected is updated in Yardi
Arrange contractors for repairs & maintenance jobs
Monthly rent roll process and adhoc charges to tenants including uploading of support documentation
Prepare and Distribute memos to tenants as required
General Support
Raise all purchase orders as directed and ensure purchase order summary is kept up to date
Processing of accounts payable invoices
Weekly and daily casual mall leasing checks to ensure compliance with bookings and site requirements and reporting
Prepare charity licence agreements and maintain register of bookings
Provide support to the Retail, Centre & Operations Managers
Collection of retailer sales figures
Manage Contractor documentation including public liability, licence, site inductions etc. to ensure they comply with relevant policies. Onboarding of new contractors in Yardi.
Support Operations with contractor sign in, out and compliance process to undertake works onsite
Manage and co-ordinate the distribution of correspondence to retailers
Ensure that place & presentation is of a high standard
Distribute mail as it arrives.
Organise couriers when required
Ensure weekly staff meetings are minuted and distributed prior to next meeting
Prepare responses to customer comments
Undertake training in Yardi, Noggin, Tradeshift, Intelligence Bank & SharePoint (all relevant IT systems)
Marketing support
Responsible for any other ad hoc administrative duties as directed by the Retail or Centre Manager from time to time
Maintain office supplies and equipment.
Manage electricity and water usage charges to tenants
Key relationships
Internal stakeholders: Regional Manager, Regional Administrative Manager, Centre Manager, Retail Manager, Operations Manager, Leasing executive
External stakeholders: Tenant customers, contractors, suppliers, community groups, general public.
What we're looking for
Have strong administrative skills, supported by a strong knowledge in financial reporting and accrual accounting.
Strong experience in Office Management, ideally with experience in Retail Centre Management administration but not essential
Also have a high level of computer literacy
Word
PowerPoint
Excel
Outlook
Microsoft Teams
Interested? Apply for the role-contact [email protected] for further information. Please click here to apply.
