Purpose of the Role
The role of Finance and Administration Assistant is pivotal to the success of the Centre Management operation as this person will act as the front of house for the management suite and will need to ensure that they build and maintain the relationship between customer (tenants), visitors, contractors and the centre management. The successful applicant will have experience of working in an office environment, working in finance and be well practiced in dealing with clients both over the telephone and in face-to-face situations.
Key Responsibilities
Main Duties
- Ensure that the telephone is answered in a timely and professional manner and transferred to the appropriate personnel or message are taken. Ensure that all calls are dealt with effectively and efficiently.
- Deal with all ad hoc general enquiries (including Talk To Us) and build and maintain the relationship between customer (tenants), contractors, visitors and centre management.
- Ensure all visitors sign in to reception and out of the property and that visitor’s passes are administered correctly.
- Day to day management of office environment including access control, meeting rooms and centre management office
- Assist the Centre Manager and Operations Manager in the drafting and managing the Service Charge Budget, Expenditure and reforecasting.
- Raise purchase orders alongside all key members of the management team and to assist with the service delivery requirements.
- In conjunction with the Centre manager and Marketing manager, demonstrate proactive responses to all Customer (tenant) enquiries including written and verbal communication, tenant liaison, data collection and general administration.
- Assist Operations manager as required in the management of third party contractors, ensuring centre resources are deployed effectively and that services delivered are to the highest standard. This will include the overall operation of the office space and it’s surrounding environment, ensuring the first point of contact for all visitors is a pleasant and professional experience.
- Work alongside Operations manager to monitor and maintain compliance records on the online H&S platform (Riskwise).
- To notify the Operations team of upcoming compliance items to ensure jobs can be diarised in good time to ensure renewed compliance.
- Manage the permit system and collate all of the necessary paperwork so that the Operations Manager can agree access.
- Support operations team in the updating and raising of jobs via the online E Log Books system.
- To oversee IT provision with IT provider and lead on all IT queries
- To assist the Surveying Team and Centre Manager on the production of Management Reports
- To co-ordinate bookings and setting up of meeting rooms.
- To assist Management Team with ad hoc admin support as required.
- To work with team members on updating the Savills Insights app.
- To coordinate with Savills Energy on utility invoices and queries.
- Work alongside the Retail Liaison Manager and Marketing Manager to produce the Monthly Retailer Newsletter .
- Open and maintain insurance claims, keeping up to date with paperwork as required.
- Work with other members of the Management team to update internal comms as required.
Secondary Responsibilities
- Ensure incoming and outgoing post is dealt with in the correct manner.
- Undertake ad hoc additional administrative duties such as filing, faxing, photocopying.
- Assist centre manager in maintaining a comprehensive filing system for all Customer (tenant) information, compliance data and system data i.e. ANPR, VMS etc.
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.
Skills, Knowledge and Experience
- Microsoft Office
- Experience of using third party platforms to monitor expenditure and compliance
- Health and Safety basic level
- Customer service and experience
Full Time Fixed Term until September 2027.
Salary - £25,000 - £28,000 p/a
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Finance and Administration Assistant - Fosse Park (FTC) employer: Savills Company
At Ocean Terminal, we pride ourselves on being an exceptional employer, offering a supportive work culture that values both security and customer service. Our team enjoys a unique 4-day work week, allowing for a better work-life balance, alongside opportunities for professional growth through training in areas such as CCTV monitoring. Located in the vibrant City of Edinburgh, employees benefit from a dynamic environment where their contributions are recognised and rewarded.
