Jobs

Reception & Admin Coordinator (maternity cover)

Working Hours 15 hrs per week (3 x 5 hrs per day)

Salary £10,500 per annum

Purpose of the Role

To Manage Centre Administration, providing an effective support service to the Savills team, tenants, and customers. Ensuring that centre accounts and service charge are efficiently run-in line with Savills and Proactis requirements. To liaise closely with Centre manager to ensure all financial requirements are met within allotted time constraints.

  • To provide a professional front desk reception service throughout the core hours of the day.
  • To provide possible Management cover as and when needed acting as the duty manager when required.

Key Responsibilities

  • Administration
  • Financials
  • Clerical
  • Reception
  • Customer/Client Liaison

Skills, Knowledge and Experience

  • Processing all centre administration including petty cash, banking, and car park admin
  • Liaison with Savills accounts team Edinburgh and utilisation of Account systems
  • Ensure invoice procedure is followed ready for approval by Centre Manager
  • Ensure all administration procedures are regularly updated in line with Savills and centre requirements
  • Maintaining record of Car Park usage and cash collection ensuring full historical data is kept in order.
  • Ordering and maintaining stationary levels
  • Assist Centre Manager in compilation of Monthly Reports
  • Producing financial information as required by Centre Manager, Savills, and the Landlord
  • Production of monthly reports on service charge
  • Production of monthly reports on Car Park income and weekly reconciliation
  • Dealing with all invoicing and account queries effectively
  • Assist Centre Manager / Operations Manager in the reconciliation of service charge budgets during year and at year end
  • Record Car Park Revenue Data utilising third party website system
  • Dealing with post and ensuring correspondence is forwarded to the correct member of the Management Team
  • Process tenant parking season ticket administration
  • Ensuring contracts file is kept up to date
  • Ensuring all Invoices are correctly filed and accessible
  • Act as first point of contact for customers and establish their needs, referring them to the appropriate person
  • Act as a point of contact for Tenants requiring administrative support
  • First point of contact for contractors requiring support
  • Ensuring correct passes are issued to contractors / visitors on arrival to the centre
  • Acting as first point of call dealing with and redirecting phone calls
  • Ensuring that the appearance of the reception area of the Management Suite is maintained in a clean and tidy condition in keeping with the offices of a major shopping centre
  • Ensuring monthly environmental data is recorded and added to Friars Square System
  • Lead, motivate FM Team to ensure achievement of relevant goals and business objectives
  • Actively manage centre procedures in the event of an emergency
  • Cover as Duty Manager weekend cover as required
  • Any additional duties as reasonably requested
  • Excellent communicator, both written and verbal
  • Team Player
  • High service delivery skills
  • Previous experience of Business Administration IT Systems
  • Working knowledge of Shopping Centre Procedures (Desirable)
How to Apply

Please drop your CV and/or cover letter into the management suite or email Andy.Margieson@friarssquare.co.uk

Posted on: Wednesday 26 March 2025