Administration Assistant - Bootle, United Kingdom - Savills Management Resources

Savills Management Resources
Savills Management Resources
Verified Company
Bootle, United Kingdom

3 weeks ago

Tom O´Connor

Posted by:

Tom O´Connor

beBee Recruiter
Part time
Description

Purpose of the Role
To fulfil all administrative duties within the Centre whilst supporting the Centre Manager as required.


Key Responsibilities

General

  • The role of Admin Assistant is pivotal to the success of the Centre Management operation as this person will need to ensure that there is close liaison between all on
- site parties, including operations, Accounts, Marketing, Security and Cleaning.

  • The Administrator will take instructions from the Centre Administrator on site and will support the management, security and housekeeping teams.
  • The Line Manager will be the Centre Administrator unless otherwise agreed.

Centre Management Office

  • Ensure incoming and outgoing post is dealt with in the correct manner.
  • Ensure that the telephone is answered in a professional manner and within an appropriate ring time.
  • Deal with all ad hoc general enquiries and help build the relationship between tenants, contractors and centre management.
  • To control the level of stationery within budget and obtain costs savings where possible.
  • To ensure visitors records and passes are administered correctly.
  • Update Compass system on a daily basis

Accounts

  • To liaise with the accounts team on any enquiries relating to payment of suppliers.
  • Processing of Purchase Orders to various suppliers, ensuring they are kept up to date.
  • Under instruction from the Centre Manager, to keep a track of all expenditure on the shopping centre, against the agreed budgets. These records need to be held in an agreed 'Excel' format that is separate to any accounts system.
  • Coding of all utility invoices on compass system.

Other

  • Reporting of all accident/incident reporting to Data Station. Liaising with Savills incident management team.
  • Under instructions from the Centre Manager to ensure that all periodic reporting to the client, letting and managing agents is undertaken on a regular basis in an agreed professional manner.
  • The coordination of periodic internal meetings to ensure that communication between all on site parties is satisfactory.
  • To coordinate all utility change of tenancy documentation ina timely manner, liaising with the Savills Energy team and ensuring all data is kept up to date.
  • To update the Compass system on a daily / weekly basis with all relevant documentation keeping hard copies where relevant (safety Inspections / certificates / property diary / Contractor information / Permit to Works / Training and H&S / Meter readings). Collation of documentation for Health & Safety Audits.
  • To support the Marketing Assistant in the collation of Monthly Newsletters, website and social media updates and event activity.
  • To produce monthly invoicing for on site car parking and liaising with client accountant.
  • To update footfall information regularly and distribute information accordingly.
  • In conjunction with the Marketing Assistant update social and digital channels as and when required.
  • The coordination of periodic internal meetings to ensure communication between all parties is satisfactory.
  • To promote and manage the onsite Meeting room hire / photocopier and fax usage, liaising with accounts to raise invoices as required.
  • There is a requirement for flexibility in the hours worked, the reception desk must be maintained adequately throughout the day.
  • From time to time events will be held in the centre at evenings and weekend and flexibility and support will be required and as such transport should not be a problem to the applicant.

Skills, Knowledge and Experience

Essential

  • A minimum of 5 GCSC's including Maths and English.
  • Excellent time keeping and time management skills.
  • Reliable, helpful and well presented.
  • Ability to work in a team, or alone under the direction of Centre Manager.
  • Team player with strong customer service skills, able to provide a helpful and polite service.
  • Pleasant telephone manner and efficiency in relaying messages and taking instructions.
  • Excellent communication skills.
  • Able to take comprehensive minutes of meetings.
  • Ability to deal with confidential information.
  • Good organisational and time management skills with the ability to prioritise workload and multitask in a calm and professional manner.
  • Able to work under pressure to deadlines.
  • Careful and conscientious with an aptitude for attention to detail.
  • Willingness and ability to learn on the job, keen to undertake training and career development.
  • Typing speed of 40 wpm.
  • Experience of dealing with senior level staff confidently with excellent verbal and written communication.
  • Ability to confidently use social media channels including Facebook / Twitter / Instagram.
  • Experience of using CMS systems to update digital channels.
Working Hours - 20 Hours per week over Mon

  • Friday: Hours TBC
Salary - £12,000 per annum £11.54 per hour

Please see our Benefits Booklet for more information.

LI-DNS
More jobs from Savills Management Resources
See all jobs of Savills Management Resources