Administration Assistant

2 weeks ago

Queen Victoria Building, Australia Vicinity Centres Full time

We're 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 are Vicinity._

Role purpose

The key purpose of the Administration Assistant is to provide high quality service and the accurate financial administration of expenditure and income transactions at the Centre level. This will include but is not limited to activities in line with the Shopping Centre monthly reporting timetable such as:

- Monthly sales collection and estimates
- Review and matching of invoices
- Procurement - raising and cancellation of purchase orders, reverse receipts
- Gross audited sales - collecting audited certificated and entering into the accounting system,

adjusting variances as necessary
- Tenant manual billings
- Non-tenant invoicing and receipting including Centre Issues Report (CIR) and unallocated cash
- Public Liability Insurance - reporting, maintenance and collection
- ECM filing in accordance with the upload guide
- Day to day requirements of Centre Management

The Administration Assistant will also be required to facilitate the ongoing upskill of their administration skill set to develop capabilities required to step into the Administration Manager role to cover absences, in addition to supporting succession planning.

This role is pivotal to the financial efficiencies of the Centre and is integral in delivering exemplary customer service and professionalism to all stakeholders, helping to bring the Vicinity brand to life.

What will you bring?

You will demonstrate a background in financial administration (accounts receivable and/or payable) and reporting. You will be adept at the management of monthly reporting timetables, accounting software, reconciliations, debt management, and process efficiencies.

You will have excellent communication and customer service skills, and be professional, efficient, and responsive at all times. You will have an innate ability to adapt to change in systems, policies and procedures. Importantly, you will have experience within an environment where the customer experience is at the centre of everything you do.

What will success look like?

We Imagine a Better Way- You are innovative and champion new ideas, facilitating changes to improve customer outcomes.- You consistently role model the values and behaviours.- You are forward thinking and take action to make the centre administration processes better, easier and more enjoyable for a positive customer experience.

We Embrace Difference- You advocate equal opportunity, challenging assumptions to create a diverse workforce.- You promote cohesion throughout the centre’s operations team through leadership, coaching, mentoring and creating an environment where every team member has a voice.- You understand and show respect for the diversity of the Vicinity community.

We Always Collaborate- You engage and communicate with your team, consistently and effectively sharing information.- You proactively develop a welcoming team environment where team member feel supported and valued.- You influence and manage key stakeholders to ensure better outcome for our customers.

Why Vicinity?

Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised. This includes:

- Flexible working options
- Birthday leave & purchased additional leave
- $1,000 worth of VCX securities rewarded for eligible team members
- Internal mentoring program
- Generous Parental Leave
- 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._
- Our people and our Employee Advocacy Groups (Gender Balance, Cultural Diversity, Disability & Access and Pride & Allies) actively build community and provide allyship within Vicinity. If you’d like to speak to someone to understand what it’s like firsthand to work here, please reach out to our Talent Acquisition team._
- Phone: +61 3 7001 4000 _(request to speak to our Talent Acquisition team)_

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