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Admin & Operations Coordinator
Job Posted: a day ago
Salary: £ 24,000 - 30,000 / Annum
Job Type: Permanent
Location: Cheltenham, Gloucestershire
Expire in: a month
Job Description
Job Title: Admin & Operations Coordinator
Location: Cheltenham
About the Role:
We are seeking a highly organised and proactive Admin & Operations Coordinator to join the team at a shopping centre in Cheltenham. This pivotal role supports the smooth day-to-day running of the centre, managing internal and external communications, maintaining operational compliance, supporting marketing initiatives, and providing vital administrative support. You will be the key link between occupiers, suppliers, and stakeholders, ensuring an exceptional experience for both retailers and visitors.
Key Responsibilities:
People & Communication
Act as the first point of contact for occupiers and customers, ensuring effective communication and prompt issue resolution.
Coordinate internal communications and manage occupier briefings, meetings, and newsletters.
Maintain the occupier handbook and facilitate clear, regular updates.
Support Centre Management with meeting preparation, minute taking, and visitor management.Marketing & Promotions
Coordinate occupier promotional activity requests and liaise with the Marketing team and Centre Manager.
Maintain and update the centre's website and social media channels with events and retailer news.
Engage with local charities and community groups to facilitate in-centre events and initiatives.
Assist in the delivery of marketing campaigns and work closely with PR and marketing agencies.Operational & Financial Management
Assist with monitoring footfall and occupier performance, and support business planning.
Manage service providers, ensuring SLA compliance.
Maintain financial records through HORIZON, including invoicing, service charges, petty cash, and budget tracking.
Support commercialisation and manage vacant units, including discretionary spend oversight.Administrative & Office Management
Oversee smooth office operations including calls, correspondence, stationery procurement, and IT coordination.
Process purchase orders, reconcile invoices, and produce financial and client reports.
Maintain accurate records of service charge expenditure and reporting.Revenue & Promotions
Manage promotional bookings and ensure compliance with centre policies.
Track income and expenditure related to promotional activity.
Ensure smooth execution of occupier promotional activity with clear communication and follow-up.Additional Duties
Support duty management responsibilities in the absence of the Centre Manager.
Liaise with external managing agents (Sanderson Weatherall) and other stakeholders to ensure service excellence.
Assist in event coordination and regular inspections of vacant units.What We're Looking For:
Proven administrative or office management experience, ideally in retail, property, or commercial environments.
Strong organisational and multitasking skills.
Excellent communication and interpersonal abilities.
Proficient in Microsoft Office and familiar with digital platforms (social media, website updates).
Knowledge of Health & Safety practices in a commercial setting.
Financial administration experience, including budgeting and invoice processing.
A proactive, flexible, and professional approach to work.What You'll Gain:
A dynamic and varied role at the heart of a vibrant retail centre.
Opportunities to work collaboratively with occupiers, the local community, and marketing professionals.
Exposure to operational, marketing, and commercial property management practices.
A supportive team environment with room for professional growthBefore You Apply
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