Administration Assistant

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 efficient administrative support to the centre management team. The Administration Assistant is pivotal to the success of the financial efficiencies of the centre and is integral in delivering exemplary customer service and professionalism to all stakeholders, ensuring the delivery of an exceptional customer experience. This role has a passion and desire to bring the Vicinity brand to life through every interaction with Vicinity’s customers and retailers. The Administration Assistant actively enhances administrative skills to develop the capabilities needed to step into the Administration Manager role during absences, as well as contribute to succession planning efforts. The Administration Assistant brings a background in financial administration, including experience with accounts receivable and/or payable, as well as a breadth of knowledge in reporting with experience using accounting systems to drive process efficiencies.

Key Accountabilities

Office Administration
- Guest experience desk and/or centre management reception and phone duties as required.
- 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 Administration
- Provide high quality service and efficient administrative support to the centre management office.
- Assist in actioning shopping centre monthly reporting timetable.
- Maintain centre-based specialty tenant payment allocations and where required working with Accounts Receivable.
- Action and process supplier invoicing.
- Manage procurement and accruals processing.
- Maintain the shopping centre’s monthly sales process and reporting.
- Manage the gross audited sales tasks, including collecting audited sales certificates and entering information in the accounting system, adjusting variances as necessary.
- Assist with Gift Card processes, including stock management, daily and monthly reconciliation and user management.
- Assist with tenant billings and recharge calculations in accordance with lease requirements.
- Assist with non-tenant invoice and debt management, reporting and cash allocation.
- Assist with tenant debt processes including debt letter management and assisting Retail Manager with implementing payment plans and managing activity log entries.
- Action the reporting, maintenance and collection of public liability insurance.
- Assist with Bank Guarantee management - returns, exchanges and collections as required.

Centre Operations
- Contribute to the highest level of centre presentation standards each day.
- Support the Guest Experience team 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.

Key Role Relationships
- Administration Manager
- Guest Experience Team
- Centre Manager
- Operations Team
- Car Park Team
- Marketing Executive
- Retail Manager
- Accounts Payable
- Accounts Receivable
- Revenue Administration
- Asset Team

External Role Relationships
- Contractors
- Customers
- Retailers

Experience & Capabilities

ESSENTIAL EXPERIENCE (what you have done)
- An experienced professional with a background in administration and/or reception is desirable.
- 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.
- Continuously build on capabilities in order to ste