Administration Assistant

Administration Assistant, Shopping Centre (Property Management) Western Suburbs of Brisbane | Permanent | Salary c$65,000 + super + excellent benefits

Are you ready to kickstart your career in the property management industry? We have an amazing opportunity for an Administration Assistant to join a leading property landlord with an extensive portfolio of Shopping Centres in Queensland. Known for their exceptional culture, team spirit, and commitment to training and development, this is your chance to make your mark.

We are seeking a dedicated individual who is comfortable in a front-of-house role, proficient in administration, and eager to pursue a career within the property management field. If you have a passion for retail (retail experience not required), a willingness to learn, and a drive to progress, we want to hear from you. A significant part of your role will involve working with numbers to support the management team with financials and budgeting. You'll have the privilege of working alongside a supportive team that is passionate about developing talent in the property industry.

As an Administration Assistant, you will report to and receive support from the Administration Manager. Your main responsibility will be managing a well-presented shopping centre property and providing essential support to the centre management team. Join a fun, vibrant, and dynamic team, and experience an environment where your contributions are valued.

Your key responsibilities will include:

• Managing all reception tasks, including answering telephone calls, addressing customer and tenant inquiries, collecting and opening mail, date stamping mail, and distributing it to the appropriate centre management staff.
• Assisting the Centre Management team with tenant arrears.
• Billing tenant electricity invoices and other charges accurately and on time, such as extended trade, pedestal, and sullage, ensuring monthly Tax Invoices are prepared.
• Entering additional trade charges into the system
• Conducting CPI and Fixed Rent reviews prior to issuing monthly Tax Invoices.
• Raising monthly recurring charges like rental, outgoings, and promotions levies as per the calendar, ensuring Tax Invoices are delivered to retailers no later than the 25th day of the month (including relevant attachments such as sales figures sheets and electricity advice).
• Entering sales and traffic data
• Maintaining the Tenant Bank Guarantee Register and Security Deposit Register.
• Managing the Casual Leasing Calendar.
• Preparing and emailing the monthly arrears report to the owner on the last working day of each month.
• Completing the financial sections of the monthly report.
• Compiling the revised forecast for the monthly report.
• Ensuring timely faxing of all sign-off forms to Head Office, as per the calendar.
• Sending Attendance Registers and leave forms to Head Office by the 1st of each month.
• Maintaining and reconciling the Gift Voucher fund account on a monthly basis, if applicable.
• Following the rules outlined in the 'Petty Cash Procedures' for maintaining the Petty Cash tin.
• Updating lease files, rent reviews, and general property management system maintenance.
• Regularly updating Administration forms and After Hours contact lists.
• Adhering to the monthly MRI Calendar provided by Head Office.
• Assisting the Centre Manager and Assistant Centre Manager with typing, filing, and record-keeping according to the company's filing system.
• Entering accounts payable into MRI, producing reports for signing by the Centre Manager, and faxing them to Head Office for payment.
• Supporting the Centre Manager with annual budget data entry.
• Ensuring adherence to all systems and procedures, maintaining and updating them as necessary.

To apply, please provide a detailed outline of your relevant experience and send your resume in Word format to For further information, feel free to reach out to us via email.

All applications and correspondence will be treated in confidence.

Only shortlisted candidates will be contacted.