Administration Assistant

3 weeks ago

Maroubra, Australia Charter Hall Holdings Pty Limited Full time

The success of Charter Hall is driven by our people. They’re our greatest strength and our competitive advantage.

Our diverse business and unique operating model provides great opportunities for people to work across all aspects of the property value chain, in each of the sectors and across all equity sources. Our flat organisational structure drives performance, maximises on-the-job learning opportunities, and provides a great platform upon which to build a career. If you have initiative, energy, and a results-orientation this is the place for you.

Where a role is advertised as full-time, Charter Hall operate a flexible working environment and would be open to discussions on how this role could be performed.

Role Summary:

The Administration Assistant / Reception role are 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.

Key Responsibilities:

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

Emergency/Risk Management:

  • Active participation in all emergency, crisis and risk management training programs
  • Able to assist with, and from time to time manage emergency evacuation procedures and other crisis management situations
  • Assist with the management of all Public Liability Incidents and document control in Noggin

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 Charter Hall 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

What we're looking for:

Behavioural:

  • Able to work independently to achieve goals and objectives, and able to deliver upon the requirements of the role without being directed to on a day-to-day basis.
  • Proactive in problem solving and management of various situations that may arise from time to time. This is the “front line” role of the Centre / hub management office and it is expected that Administration Assistant will be able to manage many situations themselves.
  • Strong verbal and written communication skills in order to effectively liaise with customers, retailers and contractors.

Technical:

  • 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)

Our can-do culture and size means opportunities

We’ve created a dynamic, fast-paced, highly effective work environment. We are on a journey towards a truly collaborative culture where our people experience genuine flexibility in the way they do their work.

Some of our initiatives supporting workplace flexibility include:

  • Purchased Leave - To enable employees to take up to 6 weeks of annual leave each year.
  • Career Break - A 6-month break from work after 3 years of service to pursue study, travel, spend time with family, or anything else you choose.
  • Flexible Working Guidelines - Project work, roles, and careers that are designed and structured with flexibility characteristics built in, rather than bolted on.
  • Parental Transitions Program - Educational seminars and webinars for parents transitioning onto Parental Leave to assist with managing career and navigating through the options of flexibility upon return.
  • Wellbeing Program - A proactive educational and consulting service that helps you balance work and life in support of your total well-being.

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