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About the Role

The Administration Assistant provides high-quality service and efficient administrative support to the centre management team. This role is pivotal to the financial efficiencies of the centre and integral in delivering exemplary customer service and professionalism. The role aims to enhance administrative skills to step into the Administration Manager role during absences and contribute to succession planning.

Responsibilities

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.
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.
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, 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.
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.

Requirements

An 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.
Proven capability in working with various stakeholders to meet deadlines and centre objectives.
Adept at the management of 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.
Continuously build on capabilities in order 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 have an excellent eye for detail.
Well-rounded financial acumen skills with a basic understanding of accounting principles.
Ability to work as a part of a team, capable working independently, and able to develop and maintain strong relationships.
Must have existing, relevant Australian work rights.
Shortlisted candidates will be required to undergo a Criminal History Background/Police Check.
Additional qualification checks may also be required.

Skills

Financial administration
Accounts receivable
Accounts payable
Reporting
Accounting systems
Customer service
Administrative skills
Interpersonal skills
Verbal communication skills
Written communication skills
Organisational skills
Compliance
Time management
Multi-tasking
Attention to detail
Financial acumen
Accounting principles
Teamwork
Independent work
Relationship building
Collaboration
Planning
Prioritisation
Customer Focus
Stakeholder Relationship Management
Problem Solving
Health, Safety, Environment & Wellbeing
Regulatory Framework & Environment
Financial Acumen
Asset Vision & Strategy

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 rewarded for eligible team members
Generous Parental Leave

About the Company

We are reimagining the way Australians live, work, and play.
We own and manage some of the most recognisable and loved retail destinations across Australia.
We’re evolving our portfolio into destinations that offer a broad selection of retail, residential, and office spaces.
Through our diverse portfolio, data-led decision-making, and nationwide development pipeline, we do things differently.
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.

Equal Opportunity

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.
We are aware of current limitations with our website accessibility and are working towards improving this.
Should you experience any issues accessing information in this job advertisement or the application form, and require this in an alternate format, please contact our Talent Acquisition Team.
Similarly, if you would like to discuss workplace accessibility, any reasonable adjustments we can make to better support you during the recruitment process, or your potential future role please reach out to our Talent Acquisition team.