Administration Manager

We're reimagining the way Australians live, work, and play. We own and manage some of the most recognisable and loved retail destinations across Australia. We’re evolving our portfolio into destinations that offer a broad selection of retail, residential, and office spaces. Through our diverse portfolio, data-led decision-making, and nationwide development pipeline, we do things differently. We are Vicinity. We’re currently seeking an experienced Administration Manager to join our team. In this role, you’ll provide high-quality service and accurate financial administration of expenditure and income transactions across multiple business units at the centre level. You’ll play a key part in supporting financial efficiency, delivering professional stakeholder service, and helping bring the Vicinity brand to life every day. Working closely with the Operations Manager, you’ll ensure the accuracy and completeness of the centre’s financial responsibilities while supporting the continuous development of team capability and operational excellence. Key Accountabilities Deliver accurate and efficient administrative and financial support for the centre management team. Manage supplier invoices, purchase orders, accruals, and general ledger reconciliations. Support budget forecasting and expense management in collaboration with the Operations Manager. Oversee tenant billings, recharge calculations, and debt management processes. Manage monthly sales reporting, audited sales certificates, and financial reconciliations. Administer gift card stock, sales, and reconciliation. Office Administration & Customer Experience Lead and support the Administration and Guest Experience team (where applicable). Coordinate reception and phone duties, stationery, mail, and courier services. Organise catering and logistics for business meetings and events. Prepare tenant communications and maintain accurate tenant records. Assist with centre operations, compliance, and daily administrative requirements. Reporting & Compliance Prepare monthly and quarterly reports, including internal review reports and owner updates. Manage financial and operational reporting schedules to ensure timeliness and accuracy. Maintain public liability insurance records, bank guarantees, and legal documentation. Partner with Operations to maintain high presentation standards across the centre. Support minor capital projects and assist with operating expenditure management. Provide administrative support for car park operations, including invoicing and reconciliations. Experience & Capabilities We’re looking for someone who is: Experienced in financial administration, reporting, and budget management. Highly organised with exceptional attention to detail. Skilled in stakeholder management, with strong interpersonal and communication skills. Tech-savvy with the ability to adapt to new systems and processes. A team player who’s equally comfortable working independently. Why Vicinity? Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised. This includes: Birthday leave & purchased additional leave $1000 worth of VCX securities rewarded for eligible team members We live and work by our values of Respect, Integrity, Customer Focus, Collaboration and Excellence. They are the foundation to everything we do and provide us a north star with which we can shape meaningful places where communities connect. At Vicinity we embrace and celebrate diversity and are committed to creating an inclusive work environment where we attract, retain and develop our people regardless of gender identity, ethnicity, sexual orientation, disability and age. Applications are encouraged from all sectors of the community and we strongly encourage applications from the Aboriginal and/or Torres Strait Islander community. Our people and our Employee Advocacy Groups (Gender Balance, Cultural Diversity, Disability & Access and Pride & Allies) actively build community and provide allyship within Vicinity. If you’d like to speak to someone to understand what it’s like firsthand to work here, please reach out to our Talent Acquisition team. We are aware of current limitations with our website accessibility and are working towards improving this. Should you experience any issues accessing information in this job advertisement or the application form, and require this in an alternate format, please contact our Talent Acquisition Team. Similarly, if you would like to discuss workplace accessibility, any reasonable adjustments we can make to better support you during the recruitment process, or your potential future role please reach out to our Talent Acquisition team. Note: To be eligible to apply for this position, you must have existing, relevant Australian work rights. At the later stages of the recruitment process the shortlisted candidate/candidates will be required to undergo a Criminal History Background/Police Check as a mandatory part of the process. Additional qualification checks may also be required dependant on role and level. Be careful - Don’t provide your bank or credit card details when applying for jobs. Don't transfer any money or complete suspicious online surveys. If you see something suspicious, report this job ad. #J-18808-Ljbffr