Retail Team Administrator

Our Client are leading property investment and management business with a large portfoilo of high profile properties. This new role is to support a small team of Retail property managers based from SW London (Kingston) Provide first line support to the Centre Management Team and be the main point of contact for the Centre and its associated building’s occupiers and stakeholders. Actively manage all business systems and support with the formulation and management of financial budgets.

WHAT YOU’LL DO

Financial Administration

• The provision of regular management accounts with commentary and exception reporting to assist the on-site management team in decision making.
• The administration of the computerised accounts system (Portal/Qube). Ensuring the processing of all purchase orders and invoices is timely and accurate, all invoices are authorised for payment and all associated records are maintained within compliance guidelines.
• Supporting the centre team with detailed analysis, portal queries, property management reporting and other financial support in the pursuit of their roles and action as directed.
• Supporting the production of the year-end budget pack with analysis and evidence to ensure the successful completion of financial audits.
• Facilitating order production and liaising with the central finance team for invoice matching, processing, payments and other intercompany charges and queries.
• Procurement support for the team, assisting with supplier set up, contract processing and the adherence to procurement guidelines.

Client Liaison

• Ensure professional and positive relationships are maintained with all occupiers, service partners and stake-holders via both telephone, online and regular in-person meetings.
• Enhance customer engagement across the asset with occupiers and support effective communications across the asset with partners, contractors, occupiers and visitors.
• Maintain accurate contact details for occupier contacts, key-holders, site staff and service partners.

Administrative Support

• Perform routine administrative tasks as directed, i.e., answering telephones, scheduling meetings, booking rooms, dealing with incoming post, tenant communication and production of data reports and newsletters.
• Undertake ad-hoc projects and administrative support as required by the centre team.

Sustainability and Community

• Collating energy and waste consumption data for the centre and record accurately on web-based system - CR360. Use consumption data to action tenant recharges.
• Work with local community initiatives by being the centre’s Community Champion, recording all volunteering activity on Thrive platform.

Health & Safety * Having a good understanding of your role within the Company’s Health and Safety policy and the resultant requirements on-site, including evacuation procedures in the event of an incident, to ensure the safety of on-site personnel / visitors.

ABOUT YOU

Essential skills

• Knowledge of financial control, accounting and budgeting
• High level of digital literacy with the ability to easily learn new platforms
• Forensic attention to detail and excellent organisational skills
• Communication, reporting and customer service skills
• Ability to interpret and understand the business
• The ability to deliver quality output to strict deadlines
• Strong experience of Microsoft Office packages including Word, Excel, PowerPoint and Teams
• Articulate communicator - both verbal and written
• Confident & initiative-taking multi-tasker
• An ability to demonstrate professionalism, discretion, and confidentiality always

Desirable skills Experience of working in a facilities, retail or property management at any level * Knowledge of Health & Safety / Fire Safety policies and procedures