Centre Administrator

Job Title

Centre Administrator – The Galleries

Division

Property and Asset Management

Reporting to

Centre Manager

OBJECTIVE OF ROLE

The Centre Administrator (CA) will be responsible for providing general administrative support to the Centre Manager (CM). Duty management responsibilities and acting as the JLL site manager in the absence of the CM, whilst also working closely with the FM Service Providers you will provide administrative support to the team and maintain the smooth running of the Centre Management Office.

Delivery will be in line with JLL best practice standards to ensure the highest standards of management to the Centre.

TEAM STRUCTURE

The CA will report to and seek direction from the Centre Manager, taking guidance as appropriate. The CA will also work closely with the client team including the property manager, surveying executive and accounts team.

Key Responsibilities And Deliverables

General,

• To act as JLL site manager in the centre managers absence
• To assist the CM in maintaining communication with all key stakeholders, customers and tenants
• Answering the telephone and professionally dealing with all queries and complaints
• Arranging meetings for and on behalf of the Centre Manager and keeping diaries updated
• Provide a customer facing approach to all enquiries at the centre management office often as the first point of contact for visitors
• Take notes and produce minutes of meetings as required
• Carry out all typing, photocopying and filing requirements for the Centre Manager. To ensure that all electronic filing is backed -up and filing protocols are followed
• Archiving and record keeping

Retail Liaison

• Management, collection & knowledge of all data and information regarding centre retailer performance on reporting documents/spreadsheets
• Where possible and where relationships allow, support with the collection of retailers annual turnover certificates
• Establish a productive relationship with retailers, area managers and head offices to provide them with a regular informative review of trading performance
• Provide the Centre Manager and team with periodic reporting of retail performance and centre statistics, present the monthly trading performance to the client and leasing agents

Marketing

• Collaborate with the centre marketing agency and retailers to develop consumer facing marketing responses to trading performance
• Undertake social media postings in support of individual retailer campaigns along with general brand messaging.
• Generally manage centre communication with the retailers and support the retailer newsletter and other communication documents for store managers and staff in partnership with the centre marketing agency.
• Encourage retailer participation in centre initiatives through the marketing team and assist the marketing team to collect feedback after events, attend centre marketing events
• Input information onto Experian Footfall Data system and enter weather and events taking place in the Centre

Financial

• To provide administrative and financial support to the Centre Management Team
• Deal with urgent invoices etc and progress to JLL for payment
• Track Tenants Car park payments and income.

H&S/Compliance

• To be responsible for maintaining a full contract database, including copies of contracts and insurance certificates
• To be responsible for maintaining environmental compliance and maintaining ISO14001 status
• Manage all JLL systems and databases as required for the running of the Centre
• Update and pursue information regarding Tenant Trackers for Tenants health and safety information (Fire Risk Assessment/5 year hard wire certificates/Waste Transfer notes etc)
• Fire Warden Duties
• Reporting of Incidents to Vision. Advise Vision of any accidents/incidents on Landlord’s property.
• Manage occupancy and vacancy database and assist with the management of tenant records

Experience Knowledge & Qualifications

• Maths and English GCSE/ O’Level or equivalent
• Vocational; Qualifications (e.g. NVQ/SNVQ)
• Proven administrative skills with experience of office organisation
• Demonstrable competence with use of IT, Word, Excel and Access packages
• Numerate with experience of monitoring and managing invoices and finance via Excel
• The confidence to establish a dialogue with anyone internal or external to the business
• Strong customer relations skills and an ability to integrate with a diverse and changing environment
• Experience in managing and establishing office filing regimes
• Can take accurate minutes

Competencies and Attributes

• Strong organisational skills – an ability to work without close supervision and prioritise
• Ability to positively interact with key stake holders.
• Strong communication skills, both verbal and written.
• Able to work on own initiative, to listen and willingness to learn.
• Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
• Ability to multi-task in a fast-moving environment