Administration Assistant

Vicinity Centres

Administration Assistant supporting the centre management team for Vicinity in Australia. Delivering high-quality customer service while managing financial administration and operations across two locations.

Posted 6/1/2026full-timeUni Hill • 🇦🇺 AustraliaMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Provide high quality service and efficient administrative support to the centre management office.
Assist in actioning shopping centre monthly reporting timetable.
Maintain centre-based specialty tenant payment allocations and where required working with Accounts Receivable.
Action and process supplier invoicing.
Manage procurement and accruals processing.
Maintain the shopping centre’s monthly sales process and reporting.
Manage the gross audited sales tasks, including collecting audited sales certificates and entering information in the accounting system, adjusting variances as necessary.
Assist with Gift Card processes, including stock management, daily and monthly reconciliation and user management.
Assist with tenant billings and recharge calculations in accordance with lease requirements.
Assist with non-tenant invoice and debt management, reporting and cash allocation.
Assist with tenant debt processes including debt letter management and assisting Retail Manager with implementing payment plans and managing activity log entries.
Action the reporting, maintenance and collection of public liability insurance.
Assist with Bank Guarantee management – returns, exchanges and collections as required.
Support the Guest Experience team in delivering exceptional Guest Experiences and assisting in the management of customer complaints and/or feedback.
Car park administration as required, which may include processing permits, renewals, manual billing, and debt; issuing memos; invoicing retailers and non-tenants; monthly reconciliations; tenant disputes and charges; managing fine disputes on behalf of Vicinity team members; balancing income and costs associated with the car park system.

Requirements

What you’ll need

An experienced professional with a background in administration and/or reception is desirable.
Experience within an environment where the customer experience is at the centre of everything.
Proven capability in working with various stakeholders to meet deadlines and centre objectives.
Adept at the management of monthly reporting timetables, accounting software, billings recharges and receipting, reconciliations, debt management, and process efficiencies.
Ability to adapt to change in systems, policies and procedures.
Continuously build on capabilities in order to step into the Administration Manager role during absences.
Excellent customer service and administrative skills.
Strong interpersonal, verbal and written communication skills.
Strong organisational, compliance and time management skills with the ability to multi-task and have an excellent eye for detail.
Well-rounded financial acumen skills with a basic understanding of accounting principles.
Ability to work as a part of a team, capable working independently, and able to develop and maintain strong relationships.

Benefits

Comp & perks

Flexible working options
Birthday leave & purchased additional leave
$1,000 worth of VCX securities rewarded for eligible team members
Generous Parental Leave

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

administrative supportmonthly reportingaccounts receivablesupplier invoicingprocurementaccruals processingsales reportingdebt managementfinancial acumenaccounting principles

Soft Skills

customer serviceinterpersonal skillsverbal communicationwritten communicationorganizational skillscompliancetime managementmulti-taskingattention to detailrelationship building