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About the Role

The Administration Manager provides high-quality service and accurate financial administration of expenditure and income transactions across multiple business units. This role is integral to the financial efficiencies of the portfolio and delivering exemplary customer service, supporting the Operations Manager in financial responsibilities and developing direct reports.

Responsibilities

• Complete all elements of the annual performance cycle by the due date.
• Conduct regular 1:1s, team meetings, and development conversations.
• Manage performance issues effectively and in a timely manner.
• Conduct quarterly development conversations with all team members.
• Ensure 100% of compliance training is completed on time for the team.
• Deliver all health and safety, risk, and compliance requirements across the team.
• Effectively manage budgets as per forecast with a focus on cost management.
• Demonstrate commitment to building capability as a people leader.
• Support, coach, and guide the Administrative and Reception team.
• Manage guest experience desk and/or centre management reception and phone duties.
• Manage stationery, catering, and lost and found.
• Manage mail, postage, and courier services.
• Attend and participate in daily team huddles, centre walks, and monthly meetings.
• Prepare and deliver memorandums and tenant communications.
• File documents in accordance with Vicinity protocols.
• Provide daily support for centre administration and asset teams.
• Maintain up-to-date tenant information.
• Ensure all office compliance is up to date.
• Provide high-quality, accurate, and efficient administrative services.
• Process supplier invoices and perform general ledger account reconciliations.
• Manage procurement and accruals.
• Assist with the accuracy and completeness of the centre’s forecast and budget.
• Maintain the shopping centre’s monthly sales process and reporting.
• Manage the centre’s gross audited sales tasks.
• Manage all Gift Card processes, including stock, reconciliation, and user management.
• Process tenant billings and recharge calculations.
• Perform all account reconciliations.
• Manage non-tenant invoice and debt, reporting, and cash allocation.
• Manage tenant debt processes, including debt letter management and payment plans.
• Report on, maintain, and collect public liability insurance.
• Assist with Bank Guarantee management.
• Complete monthly sales reports accurately and timely.
• Assist in the delivery of Centre and Owner reporting, and quarterly reporting.
• Prepare Monthly Centre Internal Review Reports.
• Prepare Non-Tenant Debt Reporting.
• Prepare Purchase Order Review Reporting.
• Action the shopping centre monthly reporting timetable.
• Assist Operations to achieve improvements in centre presentation standards and operating expenditure.
• Contribute to and participate in the delivery of centre owner reports.
• Contribute to the highest level of centre presentation standards daily.
• Support the Guest Experience team in delivering exceptional experiences and managing complaints.
• Manage car park administration, including permits, billing, debt, invoicing, reconciliations, and disputes.

Requirements

• Experienced professional with a strong background in administration, financial responsibilities, and accounting awareness.
• Experience working in teams and confident influencing others to achieve best outcomes.
• Experience within an environment where the customer experience is central.
• Proven capability in working with various stakeholders to meet deadlines and centre objectives.
• Adept at managing monthly reporting timetables, accounting software, billings recharges and receipting, reconciliations, debt management, and process efficiencies.
• Ability to adapt to change in systems, policies, and procedures.
• Excellent customer service and administrative skills.
• Professional, efficient, responsive, and dependable.
• Strong interpersonal, verbal, and written communication skills.
• Strong organisational, compliance, and time management skills with the ability to multi-task.
• Excellent eye for detail.
• Strong financial acumen skills.
• Proven performance to support accruals management.
• Ability to assist with forecasting and budgeting.
• Strong understanding of accounting principles.
• Ability to work as part of a team.
• Capable of working independently.
• Able to develop and maintain strong relationships.
• Existing, relevant Australian work rights.
• Ability to undergo a Criminal History Background/Police Check.
• Potential requirement for additional qualification checks.

Skills

• Administration
• Financial Administration
• Expenditure and Income Transactions
• Customer Service
• Professionalism
• People Leadership
• Performance Management
• Budget Management
• Cost Management
• Office Administration
• Guest Experience Management
• Stationery Management
• Catering Organization
• Lost and Found Management
• Mail, Postage, and Courier Management
• Tenant Communication
• Document Filing
• Asset Team Support
• Tenant Information Maintenance
• Office Compliance
• Supplier Invoice Processing
• General Ledger Account Reconciliations
• Procurement
• Accruals Processing
• Forecasting
• Budgeting
• Sales Reporting
• Gift Card Management
• Tenant Billings
• Recharge Calculations
• Account Reconciliations
• Debt Management
• Public Liability Insurance
• Bank Guarantee Management
• Car Park Administration
• Stakeholder Management
• Planning & Prioritisation
• Customer Focus
• Relationship Development
• Problem Solving
• Health, Safety, Environment & Wellbeing Integration
• Regulatory Framework Understanding
• Financial Acumen
• Asset Vision & Strategy Understanding

Location

• Australia

Work Type

• Full-time

Experience Level

• Experienced professional

Benefits

• Flexible working options
• Birthday leave
• Purchased additional leave
• $1,000 worth of VCX securities for eligible team members
• Generous Parental Leave

About the Company

• Reimagining the way Australians live, work, and play.
• Own and manage recognisable and loved retail destinations across Australia.
• Evolving portfolio into destinations offering retail, residential, and office spaces.
• Utilise a diverse portfolio, data-led decision-making, and nationwide development pipeline.
• We do things differently.
• We are Vicinity.
• We shape meaningful places where communities connect.
• We aim to prosper with our people and communities by creating Australia’s most compelling portfolio of retail-led destinations.
• Our values and behaviours set expectations for how we work together.
• Our values are Respect, Integrity, Customer Focus, Collaboration, and Excellence.
• We embrace and celebrate diversity and are committed to creating an inclusive work environment.
• We attract, retain, and develop people regardless of gender identity, ethnicity, sexual orientation, disability, and age.

Equal Opportunity

• Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.
• 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.