Admin & Operations Assistant (Part-Time) - Metquarter

The Admin & Operations Assistant is a role that involves a high level of liaison at many different levels, the successful candidate must be able to demonstrate exceptional communication skills and an ability to interact effectively at all levels. This is an all-encompassing role which requires a self-motivated person who can take a hand’s on approach to all tasks.

Key Responsibilities

Administration

Organisation and daily administration, to ensure centre operations are streamlined and efficient and represent best value.
Assist in preparation and implementation of annual service charge budget.
Management and collation of H&S, Fire and Water Audits, ensuring all relevant paperwork is received and remedial works actioned and budgeted.
In conjunction with Operations Manager liaise with relevant consultants on any changes and updates to Fire strategy and ensure these are communicated effectively to all relevant parties.
Management and updates to Q compliance system
Maintenance of Management and individual tenant files, in accordance with agreed procedure.
Responsibility for overseeing the raising of work on the E-Log Book system
Responsibility for approving invoices on Proactis and management of service charge to ensure expenditure reflects the approved budgets. Highlighting overspends to Centre Manager and Surveyor when relevant.
Liaison with landlord on client expenditure relating to their responsibilities such as void H&S statutory checks.
Manage and coordinate the rates mitigation programme at site highlighting annual savings to client, and act as Rates Coordinator on Proactis
Act as Utilities coordinator to the site
Collate and input weekly sales and transaction data to Centre Analyser and Savills systems.
Prepare monthly management report in line with client meetings, including sales, trading information, footfall data, marketing and PR and centre operations.
To prepare and report on centre footfall, tenant sales and transaction together with city wide trade and occupancy levels.
Liaise with client accountant on any ad hoc invoices and commercial income generation
Security of all documentation / information and acting at all times with the utmost discretion.

Communication

Liaison with tenants at both site and head office level.
Liaison with client, customers, community groups, local authorities, and surrounding landowners.
Management and development of the centre brand in all aspects of internal and external communications
To assist with the events management and marketing programmes as required.
To assist in preparing monthly tenant reports on centre footfall, sales, city wide trade and occupancy levels and marketing updates
To issue relevant branded communications to tenants in respect of centre operations and H&S updates, including annual unit Fire Audits and follow through on any actions highlighted.
Effectively manage customer queries and complaints liaising with PR and Digital agencies as required

Skills, Knowledge and Experience

Candidates will be required to demonstrate the following:

Essential

Proven ability to manage budgets.
Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.
Excellent interpersonal skills and the ability to communicate both orally and in writing to a good standard.
Excellent presentation skills.
Able to work on own initiative and meet tight deadlines.
Willingness to adopt a flexible approach to working patterns in order to respond to the demands of a fast paced environment.

Desirable