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Administration Assistant

Charter Hall Group Sydney, Australia
Posted 19 days ago Permanent Competitive
Administration Assistant
This is a place for talent

No matter your background or personality, if you bring a passion, and a drive to do your very best, you are welcomed here. We know that our people do their best work when there are diverse opinions and everyone feels valued and included. Because an inclusive workplace not only means people feel empowered, it also helps build a stronger business where great things happen.

Where a role is advertised as full-time, Charter Hall operate a flexible working environment and would be open to discussions on how this role could be performed.

What you'll be doing

  • General reception duties including contractor sign in & maintaining key register
  • Maintain contact lists for key stakeholders
  • Booking of staff travel
  • Document all communication with tenants regarding PLI / COC collection and ensure these are received by due dates as required
  • Ensure information collected is updated in Yardi
  • Arrange contractors for repairs & maintenance jobs
  • Monthly rent roll process and adhoc charges to tenants including uploading of support documentation
  • Prepare and Distribute memos to tenants as required

Emergency/ Risk Management
  • Active participation in all emergency, crisis and risk management training programs
  • Able to assist with, and from time to time manage emergency evacuation procedures and other crisis management situations
  • Assist with the management of all Public Liability Incidents and document control in Noggin

General Support
  • Raise all purchase orders as directed and ensure purchase order summary is kept up to date
  • Processing of accounts payable invoices
  • Weekly and daily casual mall leasing checks to ensure compliance with bookings and site requirements and reporting
  • Prepare charity licence agreements and maintain register of bookings
  • Provide support to the Retail, Centre & Operations Managers
  • Collection of retailer sales figures
  • Manage Contractor documentation including public liability, licence, site inductions etc. to ensure they comply with relevant Charter Hall policies. Onboarding of new contractors in Yardi.
  • Support Operations with contractor sign in, out and compliance process to undertake works onsite
  • Manage and co-ordinate the distribution of correspondence to retailers
  • Ensure that place & presentation is of a high standard
  • Distribute mail as it arrives.
  • Organise couriers when required
  • Ensure weekly staff meetings are minuted and distributed prior to next meeting
  • Prepare responses to customer comments
  • Undertake training in Yardi, Noggin, Tradeshift, Intelligence Bank & SharePoint (all relevant IT systems)
  • Marketing support
  • Responsible for any other ad hoc administrative duties as directed by the Retail or Centre Manager from time to time
  • Maintain office supplies and equipment.
  • Manage electricity and water usage charges to tenants

Key outcomes

3-4 outcomes they should be able to deliver within the first year of their position

Demonstrate an ability to work without supervision by being active in the following areas;

  • Demonstration of cross sector and / or cross property sharing and collaboration of customer insights
  • Continue to maintain strong relationships and a deep understanding of all customer needs through ongoing purposeful interactions
  • Demonstrate active engagement in driving positive customer experiences

  • Demonstrate a thorough understanding of administrative and financial tasks without supervision
  • Ongoing active management of Public Liability Insurance and Certificate of Currency records
  • Identify income opportunities and execution of income generating projects with focus on driving CML / VSCL
  • Manage all adhoc charges and direct recoveries are raised accurately, in a timely manner

Culture and collaboration
  • Demonstrate a proactive ability to manage tenant customers and external stakeholders representing the Charter Hall values and branding
  • Be active in providing support to internal stakeholders across the business to produce the right outcome in a timely manner unsupervised
  • Demonstrate visible leadership in supporting a culture of 'speaking up'
  • Ongoing commitment around improving individual wellbeing and growing personal resilience through division specific initiatives in response to culture survey feedback
  • Active demonstration of upholding and living a safety culture through improved rigour in recording/reporting incidents and issues, through early escalation

Your Key Relationships

  • Internal stakeholders: Regional Manager, Regional Administrative Manager, Centre Manager, Operations Manager, Leasing executive
  • External stakeholders: Tenant customers, contractors, suppliers, community groups, general public

What we're looking for

  • Able to work independently to achieve goals and objectives, and able to deliver upon the requirements of the role without being directed to on a day-to-day basis.
  • Proactive in problem solving and management of various situations that may arise from time to time. This is the "front line" role of the centre / hub management office and it is expected that Administration Assistant will be able to manage many situations themselves.
  • Strong verbal and written communication skills in order to effectively liaise with customers, retailers and contractors.

  • Have strong administrative skills, supported by a strong knowledge in financial reporting and accrual accounting.
  • Strong experience in Office Management, ideally with experience in Retail Centre Management administration but not essential
  • Also have a high level of computer literacy
    • Word
    • PowerPoint
    • Excel
    • Outlook
    • Microsoft Teams

A spirit of shared success

Together, our efforts shape the success of our customers and communities for years to come. That spirit of shared success is just as important for our people. And, it's not just something we say. Our employees are literally invested in our business - as shareholders.


On-the-job experiences. 24/7 online learning. Conversation series. Peer to peer coaching. Study leave and financial assistance. LinkedIn Learning.


Sonder 24/7 EAP. Tuesday breakfasts. Well-being leave. Monthly Gather events. End of Trip facilities. WELL-accredited workplaces. Flu vax. Well-being speakers, resources and events.


Short and long-term incentives. Salary continuance and crisis insurance. Employee securities. Discounted gym memberships and fitness wearables. Free health checks. Salary packaging. Discounted Qantas Club membership. Accor hotel discounts.


16 weeks paid primary carers leave. 4 weeks secondary carers leave. Support for parental transition. School holiday programs.


Thank you day. Birthday leave. Purchased leave. Career breaks. Well-being leave. Volunteer leave.


Pledge 1%. Volunteer leave. Community spaces. National partnerships. Workplace giving. Dollar matching.

To learn more about us visit our LinkedIn page
Job ID  R2735
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