Office Manager - St Georges Shopping Centre

Purpose of the Role

This is a varied role, providing plenty of opportunity to add value to the Centre Client, Tenants, and its visitors. To work in collaboration with the Centre Manager in efficiently running the Shopping Centre. The Office Manager is to provide administrative and operational support to the Centre Manager and assist in the provision of high-quality cost-effective services to the tenants and their customers whilst providing a welcoming and friendly environment for all visitors.

Key Responsibilities

Working closely with the Centre Manager to ensure the smooth day-to-day running of the office and financial administrations such as preparing purchase orders and invoice approval.

1. To oversee and manage the respective budget allocation for the Office space. To ensure management administration operations are streamlined, efficient and represent best time value.
2. Daily updating of Car Park usage and income. Setting up and driving companies, residential and personal parking permits. Providing information for car park queries, recording and monitoring company, residential and personal pass card movements, Reconciliation of credit card payments through Orbility and WebMIS reports and querying and discrepancies. Providing all information for Savills team to raise workflows to allocate payments. Providing information, tables, and graphs for the weekly and monthly reports.
3. Working with the wider team to support on various projects such as Sustainability initiatives, Customer Service Standards, Commercialisation, and Marketing.
4. Communicate effectively with Colleagues, Clients, Stakeholders, and Tenants, clearly understanding and responding to their needs.
5. To regularly liaise with occupiers and be the principal point of contact for advice and guidance in connection with the day-to-day physical operation of the Centre, in support of the Centre Manager.
6. Will implement minor works, subject to a predetermined budget, and will control all routine expenditure – under the supervision of the CM.
7. Will be involved in, under the guidance of the CM, the setting and controlling of service charge budgets, quarterly variance reporting and reconciliation to agreed accounting practices.
8. Liaises with occupier representatives referring matters upwards only if they cannot be resolved at local level.
9. Taking a proactive approach to put in place improvements to the Centre, identifying ways of enhancing visitors experience whilst visiting the Centre.
10. Support in ensuring all Mandatory and Statutory Planned Preventative Maintenance and any associated remedial work is current and compliant, and uploaded to Savills Platforms.
11. Help prepare site regulations and issue permits to work for all contractor activities on site.
12. Establish and maintain proper site records in accordance with best practice rules.
13. Assist in the development and maintenance of occupier handbooks.
14. Connect with local organisations and attend networking events to promote the Centre.
15. Maintenance of Management and individual tenant files, in accordance with agreed procedure.
16. To manage and keep a register of all mall exhibitions and ensure they meet the centre requirements and/or liaise with any contracted service providing exhibitions.
17. Responsibility for direction and maintenance of invoice register and to input all invoices onto the accounts system.
18. Establishing and maintaining close liaison with Savills Management Resources staff, in order to update and maintain records.
19. Establish and maintain effective working relationships with tenant representatives within the Shopping Centre with an aim to obtain monthly trading figures.
20. To assist the Centre Manager in providing the required information and content for the monthly management report which gets issued to Savills on a monthly basis.

General

The Office Manager forms a senior part of and works with the Shopping Centre Management Team, However, in the event of a requirement to clarify or further define responsibilities all queries are to be referred to head Office.

Health & Safety

To take reasonable care for the health and safety of yourself and of other persons who may be affected by your acts or omissions at work.

To co-operate with the Company so far as is necessary to enable the Company to comply fully and at all times with its legal duties regarding health, safety, and welfare matters.

Never to interfere with or misuse anything provided in the interests of health, safety or welfare.

To familiarise yourself with the Company’s Health and Safety Policy and to comply fully at all times with the Company’s health, safety, welfare, and fire arrangements.

To report immediately all accidents involving injuries and illness verbally to your immediate superior and a First Aider and make or have made on your behalf, an entry in the Company’s Accident Book.

Never to use any machinery, work equipment, dangerous substance, transport equipment, system of work or safety device unless you have been authorised to do so and then only in accordance with any training received by you and any instructions provided to you.

Never to perform work you are not qualified to do or have not been properly trained for.

To inform the Company immediately of any work situation which you reasonably consider represents a serious and immediate danger to health and safety or represents a shortcoming in the Company’s arrangements for health and safety.

If required, to co-operate fully and promptly with any accident investigation carried out by the Company.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Skills, Knowledge and Experience

Skills/Competencies:

• Excellent communication skills.
• Ability to train at manager level.
• Excellent attention to detail.
• Strong analytical skills of all ledgers.
• Proficient in full range of Microsoft applications inc. Word, Excel, PowerPoint, Access Outlook.
• Willingness to undertake designated training in line with requirements of the role.

Knowledge:

• Proactis or similar procurement system.
• Knowledge of an all-round nature with regards to accounts.
• Sales / Purchase Ledger

Previous experience:

• Experience in service charge management.
• Property transactional background.
• Sound book-keeping experience.

Behavioural Competencies: