Administration Assistant - QVB, Strand Arcade, The Galeries

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 step into the Administration Manager role during absences.
• Excellent customer service and administrative skills.
• Strong interpersonal, verbal and written communication skills.
• Strong organisational, compliance and time management skills with the ability to multi-task and have an excellent eye for detail.
• Well-rounded financial acumen skills with a basic understanding of accounting principles.
• Ability to work as a part of a team, capable working independently, and able to develop and maintain strong relationships.

CAPABILITIES (what you can do)

• Collaborate as an Asset Team - Collaborate for best outcomes for asset and team versus best outcome for individual – Intermediate.
• Planning & Prioritisation - Identify the tasks required to achieve the desired outcomes and prioritise tasks in the right order – Foundational.
• Customer Focused - Understand various customer stakeholders and always consider their needs when making decisions – Foundational.
• Develop Strong Stakeholder Relationships - Identify, nurture and strengthen diverse stakeholder relationships – Foundational.
• Problem Solving - Use logic and methods to solve problems with effective solutions – Foundational.
• Health, Safety, Environment & Wellbeing - Integrate health, safety, environment and wellbeing into ways of work at asset level to ensure the safety of everyone – Foundational.
• Regulatory Framework & Environment - Undertake business activity and decision making with prudent understanding and interpretation of relevant regulatory frameworks – Foundational.
• Demonstrate Financial Acumen - Understand how the business operates, the market dynamics and what must be done to be a successful business, both for the short term and longer term – Foundational.
• Understands Asset Vision & Strategy - Know the ‘why’ behind decisions and actions, think bigger than today, and plan for the future – Foundational.

PERSONAL ATTRIBUTES (who you are)
You consistently demonstrate and role model the behaviours that bring the Vicinity values to life: 

Respect: 

• We listen to and acknowledge each other's views 
• We have difficult conversations with care 

Integrity: 

• We back our words with the right actions
• We do the right thing, no matter the situation 

Customer Focus: 

• We nurture a genuine connection with our customers 
• We consider customer needs when making decisions 

Collaboration: 

• We invite the right people to the table 
• We balance consensus with decisive actions 

Excellence: 

• We always strive to improve
• We share our challenges and celebrate the wins
   

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

• 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.

At Vicinity we embrace and celebrate diversity and are committed to creating an inclusive work environment where we attract, retain and develop our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community.

We are aware of current limitations with our website accessibility and are working towards improving this. Should you experience any issues accessing information in this job advertisement or the application form, and require this in an alternate format, please contact our Talent Acquisition Team. Similarly, if you would like to discuss workplace accessibility, any reasonable adjustments we can make to better support you during the recruitment process, or your potential future role please reach out to our Talent Acquisition team:

Email: talent.acquisition@vicinity.com.au

Phone: +61 3 7001 4000 (request to speak to our Talent Acquisition team)

Note: To be eligible to apply for this position, you must have existing, relevant Australian work rights. At the later stages of the recruitment process the shortlisted candidate/candidates will be required to undergo a Criminal History Background/Police Check as a mandatory part of the process. Additional qualification checks may also be required dependant on role and level.