Office and Operations Administrator (Flamwood Walk)

POSITION PURPOSE

The Office & Operations Administrator is responsible for providing comprehensive administrative support to the on-site Centre Management team and ensuring the efficient day-to-day functioning of the Centre Management Office.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

1. Office Administration & Reception

• Manage the day-to-day administrative functions of the Centre Management Office.
• Perform reception duties, including answering and directing telephone calls, receiving visitors and handling general enquiries.
• Manage incoming and outgoing correspondence, emails, documentation and filing.
• Maintain accurate electronic and physical filing systems.
• Assist with the preparation of letters, notices, reports, schedules and other centre-related documentation.
• Maintain office records and ensure that administrative information is kept accurate and up to date.

2. Operational & Centre Management Support

• Provide daily administrative support to the on-site Centre Manager and/or Operations Manager.
• Assist with the coordination and administration of contractors, service providers and operational activities.
• Assist with tenant communication and the distribution of operational notices and correspondence.
• Assist with obtaining quotations, supporting documentation and other information required for centre operations.
• Support management with general administrative requirements arising from the daily operation of the shopping centre.

3. Debtors Administration & Collection

• Act as the on-site administrative contact for tenant debtors and collection matters.
• Monitor outstanding tenant accounts and arrears information provided by the relevant finance/debtors department.
• Contact and follow up with tenants regarding outstanding amounts and payment commitments.
• Maintain accurate records of debtor follow-ups, correspondence and payment undertakings.
• Escalate outstanding or problematic accounts to the relevant Property Manager and/or Debtors Department.
• Assist with distributing statements, letters of demand or other debtor-related correspondence where required.
• Provide regular feedback on collection progress and outstanding matters.
• Debtor Reconciliations, debtor journals and tenant receipting.

PERFORMANCE MEASUREMENTS

1. Good communication and coordination exists with departments. Assistance is provided as needed.

2. Procurement policy is fully complied with.

3. Management is appropriately informed of area activities and of any significant problems.

4. Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided.

5. Company facilities are well maintained and secure and meet the needs of the Company.

6. Centre or Property operations are efficiently and cost effectively administered.

7. Current and future Centre or Property needs are well planned and budgets are established and maintained.

8. Effective business relations exist with vendors, contractors, and trade professionals.

EDUCATION/CERTIFICATION:

Matric.

Additional related maintenance and Centre management training preferred.

REQUIRED KNOWLEDGE:

Excellent understanding of Centre or Property management procedures.

Knowledge of budgeting, service contracts, and leasing agreements.

EXPERIENCE REQUIRED:

Two or more years of related experience

SKILLS REQUIRED:

Strong administrative and organisational skills.

Excellent written and verbal communication skills.

Professional telephone and reception manner.

Strong attention to detail and record-keeping ability.

Ability to follow up firmly and professionally on outstanding debtor accounts.

Ability to prioritise and manage multiple tasks in a busy shopping centre environment.

Good interpersonal and tenant liaison skills.

Ability to work independently while supporting a broader management team.

Proficiency in Microsoft Outlook, Word and Excel.

Ability to handle confidential and financial information responsibly.