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Centre Administrator - Wembley, London

Employer
London Designer Outlet
Location
Wembley, London
Salary
Competitive
Closing date
27 Feb 2024

Job Details

Centre Administrator - Wembley, London

Reporting To: Head of Operations - LDO

Background and Role:

Quintain is a UK listed property company focused on one of the most significant London development projects at Wembley. The London Designer Outlet is located adjacent to Wembley Stadium and opened in autumn 2013 as London’s first designer outlet centre and the only one within the M25. It is the first of the ‘next generation’ of outlet centres and has become the ultimate retail, restaurant and entertainment lifestyle destination within easy reach of central London and the Southeast. The scheme is a 350,000 sq.ft. mixed-use lifestyle destination, hosting designer and high street outlets with a wide choice of stylish fashion, sports, homeware and lifestyle brands and a full range of cosmopolitan restaurant and bar names alongside a Cineworld nine-screen cinema.

Realm is a specialist asset manager and developer of retail property and we are currently responsible for the largest portfolio of outlet centres in the UK including the set-up and management of the London Designer Outlet. The Office Manager is responsible for providing successful day to day administrative support to the Centre Management Team and management of the Centre Management Offices on the Boulevard at Wembley Park.

Job Responsibilities

  • Greeting visitors to the management offices and hosting groups when they use our facilities.
  • Manage the monthly accruals process for the Centre and the Wembley park properties under Realm management in collaboration with the functional heads (Operations and Marketing)
  • Credit Control - in conjunction with the Finance team, ensure the appropriate credit control action is properly undertaken to ensure optimal rent and service charge recovery.
  • Invoices and utilities – process all Invoices for the Centre and Wembley park properties on Horizon and ensure correct coding and administration of all supplier invoices.
  • Support the Heads of department (Operations and Marketing) with delivering projects within the Centre and at Wembley park, on time and on budget.
  • Manage the issuance of licenses for remote storage along with space planning for both new and departing tenants, tracking when licenses expire or need renewal.
  • Co-ordinate commercial activities at the centre with the Operations Manager and Marketing to ensure objectives are achieved and revenue maximised.
  • General – provide day to day administrative support for the Centre Management Team including diary management, answering telephone calls, correspondence and arranging meetings including refreshments.  
  • Filing - all documents, Leases, contracts, agreements and all other associated paperwork and keeping the register of the filing system (hard and soft copies including a professional document control system) up to date.
  • Support the operations compliance process including where necessary collecting information, maintaining records and preparing information for audits.
  • Databases - maintain the Retail Advantage database on behalf of the team ensuring that weekly league tables are updated and available to tenants in a timely fashion.
  • HR - responsible for maintaining accurate records of HR issues (Realm staff only) at the Centre through SMB including all absence and booked training.
  • Administration - responsible for handling all the in-coming and out-going mail, e-mail, faxes, post and correspondence for the Centre team and the correct distribution of the same where necessary.
  • Reporting - assist the team with the preparation of status reports, monthly performance reports, occupancy statistics etc and the assembly of any supporting documentation or presentations
  • Be the Fire Marshall for the management suite and participate in fire evacuation duties as required.
  • Office Supplies – monitor office refreshment and stationery supplies, purchasing more and sourcing new suppliers where necessary.  

Candidate Profile

  • Relevant financial and administrative experience in a highly customer focussed retail environment with particular experience in processing invoices and managing accruals.
  • Strong financial and analytical skills with a high level of computer literacy.
  • An excellent business communicator, e.g. face to face, newsletters, Retail Committees and Working Groups, etc.
  • Lead by example and when necessary ‘get their hands dirty’ with a flexible “can-do” approach to work.
  • Have a strong personality at the same time as being a committed and skilful team player, able to interact at all levels effectively.
  • Have the presence and confidence to deal with senior personnel (particularly from retailers, Client, agents, local authority and other stakeholders) on issues good and bad.
  • Outstanding relationship building skills.
  • Team player – supporting colleagues when they need it.

Company

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