Administration Manager - DFO Uni Hill

Administration Manager - DFO Uni Hill

Vicinity Centres is reimagining how Australians live, work, and play. We manage recognisable retail destinations and are evolving our portfolio into mixed-use spaces, driven by data and a nationwide development pipeline.

Role Purpose We are seeking an experienced Administration Manager to provide high-quality service and accurate financial administration for expenditure and income transactions across multiple business units at the centre level. This role is key to supporting financial efficiency, delivering professional stakeholder service, and embodying the Vicinity brand. Working closely with the Centre Manager, you will ensure the accuracy and completeness of the centre’s financial responsibilities and support team capability development and operational excellence.

This position is based at DFO Uni Hill, with occasional attendance at DFO Essendon. Flexibility to work across both DFO Uni Hill and DFO Essendon sites is required.

Key Accountabilities

Financial & Administrative Management

• 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.

Centre Operations Support

• 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 are looking for someone who is:

• Experienced in financial administration, reporting, and budget management.
• Confident working in fast-paced, service-driven environments.
• 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 is designed to create a rewarding workplace, including:

• Birthday leave & purchased additional leave
• $1000 worth of VCX securities rewarded for eligible team members
• Internal mentoring program
• Generous Parental Leave

Vicinity Centres operates by values of Respect, Integrity, Customer Focus, Collaboration, and Excellence, guiding our efforts to shape meaningful places where communities connect. We embrace diversity and are committed to fostering an inclusive work environment. Applications are encouraged from all sectors of the community, with a strong encouragement for applications from Aboriginal and/or Torres Strait Islander individuals. Our Employee Advocacy Groups actively build community and provide allyship.

If you wish to discuss firsthand what it's like to work here, please contact our Talent Acquisition team. We acknowledge current website accessibility limitations and are working to improve them. If you experience any issues accessing information in this advertisement or the application form and require an alternate format, please contact our Talent Acquisition Team. Similarly, please reach out to discuss workplace accessibility, any reasonable adjustments we can make to support you during the recruitment process, or your potential future.

Work Type: Full-time Location: Bundoora (DFO Uni Hill) Work Arrangement: Onsite