Centre Administrator

The Centre Administrator plays a key role in helping the Centre run smoothly each day.
This person supports Operations Manager by organising maintenance, managing budgets and paperwork, communicating with shop tenants, and helping to keep the building safe and well-maintained.

The role combines administration, operations, and customer service, ensuring a positive experience for visitors, tenants, and staff.

Main Responsibilities

Operational Support

• Record maintenance requests and track progress through the site’s reporting system.
• Contact contractors to arrange repairs and ensure they provide service records when work is completed.
• Carry out regular checks of tenant spaces to make sure safety and maintenance standards are being met.
• Help manage emergency plans, including fire evacuations and incident response.
• Prepare work permits for contractors and maintain up-to-date keyholder and access information.
• Assist with tenants moving in or out, ensuring all forms and systems are correctly updated.
• Work closely with engineers, contractors, cleaning, and security staff to make sure everything runs smoothly.
• Keep the centre’s emergency plans and safety documents current and easily accessible.

Financial and Administrative Management

• Raise and track purchase orders and monitor spending against agreed budgets.
• Support budget planning and year-end financial reviews.
• Check invoices to confirm that work has been done correctly before they are approved for payment.
• Compile monthly reports on energy use, spending, and other operational costs.
• Keep accurate and well-organised records, including insurance, compliance certificates, and contracts.
• Ensure all licences and safety documents are valid and properly stored.

Tenant and Retail Liaison

• Build and maintain good working relationships with shop tenants and local stakeholders.
• Collect and report monthly sales and other performance information from tenants.
• Keep tenants informed using the Centre communication system and ensure all notices are up to date.
• Coordinate charity collections, mall displays, and community events held in the Centre.
• Organise and report on tenant feedback surveys and share results with the management team.
• Support local marketing, events, and income-generating opportunities within the Centre.

Skills and Experience Required

• Excellent organisational and administrative skills with strong attention to detail.
• Confident communicator with the ability to build positive relationships.
• Comfortable working in a busy, fast-changing environment.
• Good computer skills, including Microsoft Word, Excel, and Outlook.
• Awareness of health and safety standards (formal training is an advantage).
• Experience managing budgets or financial records is desirable.
• Self-motivated, proactive, and able to manage multiple tasks effectively.
• Previous experience in a facilities, operations, or shopping centre environment is helpful but not essential.