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Administration Manager

Score Associates



£29000 - £33000/annum


Posted: 18/06/2022

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Administration Manager - Basildon
Our client, an award-winning global real estate company is looking to employ an Administration Manager to join an already established team based in one of their centres. Their core values of teamwork, ethics and excellence are fundamental to everything they do.

The Administration Manager is responsible for the financial management and reporting of expenditure and income for the Service Charge. They are also responsible for business reporting, office management, community liaison regarding centre partnerships and hold duty management responsibilities for the centre.
Delivery will be in line with the best practices to ensure the highest standards of management in the centre.
KEY RESPONSIBILITIES                        

Lead and deliver service charge management on site including supporting the budget preparation, delivering quarterly variance reporting and the year end reconciliation.
To build and maintain effective relationships with all centre teams on site and retailers in the scheme.
Work with the centre team on reporting and benchmarking of all key KPIs within the Centre.
Manage and deliver annual retailer/occupier surveys
Support the income generation via tracking of commercialisation activities in conjunction with an appointed commercialisation team and monitoring rates mitigation achieved through local activity.
Hold duty management responsibilities on site, including weekend cover currently one in 4 weekends.
Support and work with the centre Operations Manager in completing and tracking tenant inspections.  
Financial Responsibilities

Ownership of all financial management with specific responsibility for ensuring that expenditure for the service charge accounts is accurate and delivered within the budget where appropriate following the RICS Service Charge Code guidelines.
Maintaining compliance with all cash handling policies and procedures.
Prepare quarterly Service Charge reports for the Centre Manager and Operations Manager to ensure variance against budget and expenditure is highlighted including year-end forecasting.
Prepare Service Charge Quarterly Variance Reports
Support the preparation of Service Charge budgets and expenditure notes in the budgeting and year end processes.
Ownership of year end audits, ensuring the timely delivery of audited, certified accounts for the Service Charge in line with the forecast out-turn.
Ensure effective management of the office & systems budgets, e.g. stationery, IT, furniture and general office equipment and consumables.
Ownership of purchasing and invoice procedures ensuring these are followed by all on-site employees.  
Data and Systems Management

Ensure that Footfall and associated reporting are managed accurately and on time. 
Take responsibility for the Centre’s insurance policies by effectively handling all public and property liability claims and minimising losses and risk to the business and informing insurers of any sprinkler drain down works undertaken by the centre and retailers.
Ensure that all the Centre’s activities are correctly licensed and no events or activities take place that contravenes the Centre’s licenses including the letting of poster frames on stairways
Ownership of the Network IT, Telecoms and Management Information Systems and ensure they are fully operational and maintained in line with company policies and procedures.
Provide effective leadership to ensure the development of the part time centre administrator to meet both business and personal objectives.  
Other Responsibilities

Attend training and development courses as necessary
Undertake any other reasonable duties as required to meet the needs of the business.
Be part of the senior management team within the business.
Participate in the senior duty management weekend and on-call rota – currently one weekend in four.  
Key Skills    

Previous experience of office management
Strong IT Literacy, particularly Microsoft Excel
Excellent communicator and team player at all levels
Experience of people management  
Experience of budgetary control
Strong customer/front of house focus
Ability to innovate & implement new systems and processes to enhance efficiencey  
Management Structure
Our client is responsible to the Landlord for the general administration, operations, and management of the Shopping Centre. As such it is concerned with providing high quality customer service and the maintenance/management of common areas, the services and facilities and ensuring that tenants fulfil their covenants and obligations as laid down in their individual lease and the Shopping Centre Regulations. In addition, the Managing Agent is responsible for administering service charge accounts at the Centre and oversees and manages on site employees.
The intention is that the Administration Manager will work with the Operations Manager, Centre Manager, Administrator, Property Manager and the landlord as a united team to operate the Shopping Centre as an effective trading proposition.
Reporting directly to the Centre Manager, this role also supports the Operations Manager and part time Administrator.  

Administration Manager Responsibilities
To advance and contribute to the development of the centre, and to play the central role in the delivery of high and efficient standards of onsite financial and office management.
The Administration Manager will provide an accurate and timely compilation of service charge expenditure reconciliations and variance reporting and support the compilation of client reports and documentation for the Landlord and respective parties
The Administration manager will track and report local activities and mitigation activities
Procurement, Invoice coding and approval:                  
To be responsible for ensuring that all invoices within service charge authority levels are presented and approved at the centre, coded to the appropriate expense code.
To work collaboratively with the contract providers on site to monitor and track contract hours delivered.
Service Charge Budgets:                 
To support the preparation of the annual service charge budget, and to prepare accurate quarterly and annual service charge reconciliations of expenditure within specified time frames

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