Your Organisation They go above and beyond to help investors, businesses, and communities achieve their goals. With over 29 years of experience in property investment and funds management, they are one of Australia’s top fully integrated property groups.
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Your Role The Administration Assistant / Reception role is responsible for a number of key administrative functions within the centre management office. The role includes the distribution of communications, collection and reporting of information, management of the front reception area, public liability Insurance (COC) collection, assisting with casual mall leasing and charity bookings, collection of and dissemination of information as required under the Retail Leases Act and the administrative support of the Team.
What you will be doing
Administration
- General reception duties including contractor sign in & maintaining key register
- Maintain contact lists for key stakeholders
- Booking of staff travel
- Document all communication with tenants regarding PLI / COC collection and ensure these are received by due dates as required
- Ensure information collected is updated in Yardi
- Arrange contractors for repairs & maintenance jobs
- Monthly rent roll process and adhoc charges to tenants including uploading of support documentation
- Prepare and Distribute memos to tenants as required
General Support
- Raise all purchase orders as directed and ensure purchase order summary is kept up to date
- Processing of accounts payable invoices
- Weekly and daily casual mall leasing checks to ensure compliance with bookings and site requirements and reporting
- Prepare charity licence agreements and maintain register of bookings
- Provide support to the Retail, Centre & Operations Managers
- Collection of retailer sales figures
- Manage Contractor documentation including public liability, licence, site inductions etc. to ensure they comply with relevant policies. Onboarding of new contractors in Yardi.
- Support Operations with contractor sign in, out and compliance process to undertake works onsite
- Manage and co-ordinate the distribution of correspondence to retailers
- Ensure that place & presentation is of a high standard
- Distribute mail as it arrives.
- Organise couriers when required
- Ensure weekly staff meetings are minuted and distributed prior to next meeting
- Prepare responses to customer comments
- Undertake training in Yardi, Noggin, Tradeshift, Intelligence Bank & SharePoint (all relevant IT systems)
- Marketing support
- Responsible for any other ad hoc administrative duties as directed by the Retail or Centre Manager from time to time
- Maintain office supplies and equipment.
- Manage electricity and water usage charges to tenants
Key relationships
- Internal stakeholders: Regional Manager, Regional Administrative Manager, Centre Manager, Retail Manager, Operations Manager, Leasing executive
- External stakeholders: Tenant customers, contractors, suppliers, community groups, general public.
What we're looking for
- Have strong administrative skills, supported by a strong knowledge in financial reporting and accrual accounting.
- Strong experience in Office Management, ideally with experience in Retail Centre Management administration but not essential
- Also have a high level of computer literacy
- Word
- PowerPoint
- Excel
- Outlook
- Microsoft Teams
Interested? Apply for the role—contact Rashi.Joshi@randstad.com.au for further information.
show more
Your Organisation They go above and beyond to help investors, businesses, and communities achieve their goals. With over 29 years of experience in property investment and funds management, they are one of Australia’s top fully integrated property groups.
Your Role The Administration Assistant / Reception role is responsible for a number of key administrative functions within the centre management office. The role includes the distribution of communications, collection and reporting of information, management of the front reception area, public liability Insurance (COC) collection, assisting with casual mall leasing and charity bookings, collection of and dissemination of information as required under the Retail Leases Act and the administrative support of the Team.
What you will be doing
...
Administration
- General reception duties including contractor sign in & maintaining key register
- Maintain contact lists for key stakeholders
- Booking of staff travel
- Document all communication with tenants regarding PLI / COC collection and ensure these are received by due dates as required
- Ensure information collected is updated in Yardi
- Arrange contractors for repairs & maintenance jobs
- Monthly rent roll process and adhoc charges to tenants including uploading of support documentation
- Prepare and Distribute memos to tenants as required
General Support
- Raise all purchase orders as directed and ensure purchase order summary is kept up to date
- Processing of accounts payable invoices
- Weekly and daily casual mall leasing checks to ensure compliance with bookings and site requirements and reporting
- Prepare charity licence agreements and maintain register of bookings
- Provide support to the Retail, Centre & Operations Managers
- Collection of retailer sales figures
- Manage Contractor documentation including public liability, licence, site inductions etc. to ensure they comply with relevant policies. Onboarding of new contractors in Yardi.
- Support Operations with contractor sign in, out and compliance process to undertake works onsite
- Manage and co-ordinate the distribution of correspondence to retailers
- Ensure that place & presentation is of a high standard
- Distribute mail as it arrives.
- Organise couriers when required
- Ensure weekly staff meetings are minuted and distributed prior to next meeting
- Prepare responses to customer comments
- Undertake training in Yardi, Noggin, Tradeshift, Intelligence Bank & SharePoint (all relevant IT systems)
- Marketing support
- Responsible for any other ad hoc administrative duties as directed by the Retail or Centre Manager from time to time
- Maintain office supplies and equipment.
- Manage electricity and water usage charges to tenants
Key relationships
- Internal stakeholders: Regional Manager, Regional Administrative Manager, Centre Manager, Retail Manager, Operations Manager, Leasing executive
- External stakeholders: Tenant customers, contractors, suppliers, community groups, general public.
What we're looking for
- Have strong administrative skills, supported by a strong knowledge in financial reporting and accrual accounting.
- Strong experience in Office Management, ideally with experience in Retail Centre Management administration but not essential
- Also have a high level of computer literacy
- Word
- PowerPoint
- Excel
- Outlook
- Microsoft Teams
Interested? Apply for the role—contact Rashi.Joshi@randstad.com.au for further information.
show more