Purpose of the Role

The purpose of the Administrator / Receptionist role is to support the smooth running of the centre by providing efficient administration, professional front-of-house reception cover and practical support for centre events. The role will work closely with the Centre Management Team, including the Centre Manager, Business Support Manager and Technical Services Manager, to ensure day-to-day office, visitor and stakeholder requirements are handled to a high standard.

The postholder will be dynamic, organised and customer-focused, capable of delivering first-class service and administrative support across all areas of the business.

The role requires the daily use of a number of online business applications, ensuring that all work is completed accurately, to a high standard and within required timescales. The postholder will keep internal departments, tenants, contractors, visitors and other external stakeholders appropriately informed.

The postholder will be a confident communicator and effective problem solver, able to build positive working relationships within the centre.

Key Responsibilities

• Deliver first-class customer service and administration support to all customers, including members of the public, contractors, tenants, visitors and internal teams.
• Data input to a number of databases including, but not limited to key holder lists, retailer contacts, trade figures, and extracting information for dissemination including footfall figures.
• Word processing for general correspondence and minute taking as and when required.
• Manage reception and front-of-house duties, including greeting visitors, answering telephone and face-to-face enquiries, managing visitor sign-in and access processes, maintaining meeting room bookings, supporting postal duties and ensuring a professional first impression of the centre.
• Arrange travel, accommodation, meeting room requirements and catering as and when needed.
• Support the administration and coordination of the centre’s event management programme, including maintaining event schedules, liaising with third-party suppliers, assisting with booking paperwork, coordinating event logistics and supporting post-event administration as required.
• Distribution and collection of information from tenants as needed by email and in person.
• Complete general administrative tasks relating to operational requirements, including drafting, producing and checking documents, ordering stationery and stock for the centre management office, maintaining the meeting room diary and supporting training plans.
• Maintain stock records for stationery, first aid supplies and consumables.
• Support all aspects of the purchasing process, including raising purchase orders and goods receipting.
• Invoicing for commercialisation bookings and ability to produce reports showing commercialisation income, footfall and trade figures.
• Adopt a flexible approach to working patterns in order to respond to the demands of a retail environment, including occasional support for events outside standard office hours where required.
• Any other duties as may reasonably be required from time to time.