Purpose of the Role
Reporting to the General Manager, the role of Office and Finance Administrator is pivotal to the success of the Centre Management operation. This person will need to ensure that there is close liaison between all on-site parties, including finance, soft services, marketing, and administering H&S systems.
Responsibility for raising purchase orders, delivery receipting, and resolving supplier invoice queries. Logging of purchase orders to database to track costs against budget. To provide administration support when required to the wider Centre Management Team.
Key Responsibilities
Office Administration
Provide administration support to the General Manager & the wider management team.
Administration of office IT systems.
Uploading of documents onto the H&S systems, ready for audits.
Answering phone/email queries from the general public and tenants.
Financial Administration
Assist the purchasing process including raising purchase orders, goods receipting, and dealing with invoicing queries through to resolution.
Updating the purchase orders database to enable accurate tracking of costs.
Contribute to the processing of utility invoices, change of tenancy, and queries.
Wider Team Support
Co-ordinate own activities with those of the department and other Centre personnel.
Provide support to other tenants & Guest services teams.
Work with team members to achieve team and Centre objectives.
Support with on-site team events.
Risk Management
Have a good understanding of the company’s Health & Safety policy and the requirements on-site, including evacuation procedures, and to ensure the safety of non-site personnel/visitors. Undertake specific risk management tasks as delegated from time to time.
Completion of all statutory and company training.
Additional Responsibilities
Attend any training and development courses as necessary.
Adhere to all company policies and procedures.
Undertake any other reasonable duties as required to meet the needs of the Centre.
Skills, Knowledge and Experience
Qualifications & Experience
Proven track record in a similar relevant position.
Competent systems skills including Microsoft Office applications with good Excel skills preferable.
Office experience is desirable.
Personal Specification
Ability to organise and prioritise workload to achieve maximum productivity.
Takes responsibility for own actions and workload.
Proven awareness of and ability to meet deadlines and targets.
Proven communicator with strong interpersonal skills at all levels, both written and verbal, with internal and external clients.
Team Player – maintains close working relationships within the team and other employees to achieve objectives set.
Strives to understand the business and its wider needs.
Working Hours - Based on site, Part time – Working hours TBC.
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