Administration Manager - Galleria

People Leadership (if applicable)

• All elements of the annual performance cycle are completed by the due date (including goal setting, mid-year reviews, EOY conversations).

• Regular 1:1’s, team meetings and development conversations conducted - minimum monthly cadence.

• Performance issues are managed in an effective and timely manner.

• Quarterly development conversations conducted with all team members.

• 100% of compliance training is completed on time for team.

• All health and safety, risk and compliance requirements are delivered across the team.

• Effective management of budgets as per forecast with demonstrated focus on managing cost.

• Demonstrated commitment to building own capability as a people leader.

Office Administration

Support, coach and guide the Administrative and Reception team (where applicable), and overall responsibility of the following:

• Guest experience desk and/or centre management reception (where applicable) and phone duties as required.

• Demonstrated focus on managing costs and budgets.

• 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 Responsibility

• Provide high quality, accurate and efficient administrative services to support the centre management office.

• Responsible for centre-based specialty tenant payment allocations and where required working with Accounts Receivable.

• Responsible for supplier invoice processing and general ledger accounts reconciliations.

• Manage procurement and accruals processing.

• Work closely with the Operations Manager to assist in the accuracy and completeness of the centre’s forecast and budget, maintaining management of accruals, purchase orders, suppliers and contractors

• Maintain the shopping centre’s monthly sales process and reporting.

• Responsible for the centre’s gross audited sales tasks; collecting audited sales certificates and entering information in the accounting system, adjusting variances as necessary.

• Manage all Gift Card processes, including stock management, daily and monthly reconciliation and user management.

• Responsible for tenant billings and recharge calculations in accordance with lease requirements.

• Responsible for all account reconciliations.

• Responsible for non-tenant invoice and debt management, reporting and cash allocation.

• Responsible for tenant debt processes including debt letter management and assisting Retail Manager (where required) with implementing payment plans, managing activity log entries, and providing legal instructions.

• Responsible for reporting, maintenance and collection of public liability insurance.

• Assist with Bank Guarantee management – returns, exchanges and collections as required.

Reporting

• Sales Reporting- Complete monthly sales reports as required in an accurate and timely manner.     

• Assist in the delivery of the Centre and Owner reporting, and quarterly reporting.

• Monthly Centre Internal Review Reports.

• Non-Tenant Debt Reporting.

• Purchase Order Review Reporting.

• Action shopping centre monthly reporting timetable.

Centre Operations

• Assist Operations to achieve material improvements in centre presentation standards including minor capital projects and operating expenditure influence.

• Contribute to and participate in the delivery of the centre owner reports.

• Contribute to the highest level of centre presentation standards each day. 

• Support the Guest Experience team (where applicable) 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.

Experience & Capabilities

ESSENTIAL EXPERIENCE (what you have done)

• An 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 at the centre of everything.

CRITICAL KNOWLEDGE (what you need to know)

• 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.

CAPABILITIES (what you can do)

• 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 and have an excellent eye for detail.

• Strong financial acumen skills, proven performance to support accruals management, ability to assist with forecasting and budgeting, and a strong understanding of accounting principles.

• Ability to work as a part of a team, capable of working independently, and able to develop and maintain strong relationships.

PERSONAL ATTRIBUTES (who you are)
You consistently demonstrate and role model the behaviours that bring the Vicinity values to life: 

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