✨RETAIL LIAISON/ADMIN ASSISTANT✨

SURREY

We are looking for a proactive and organised Retail Liaison / Administration Assistant to support the day-to-day operation of a growing mixed-use portfolio comprising a shopping centre, public realm, residential properties and a large multi-storey car park.

This role plays a key part in ensuring the smooth running of the estate by acting as a central point of contact between retail occupiers, managing agents, contractors and internal teams. It is a varied position with a strong focus on communication, coordination, administration and compliance, supporting positive retailer relationships and efficient site operations across all elements of the portfolio.

The Role...

You will be responsible for maintaining effective day-to-day relationships with retail occupiers, acting as their main point of contact for operational matters. This includes:

• Managing retailer enquiries, issues and requests in a professional and timely manner
• Supporting the onboarding of new retailers, including inductions, access arrangements and documentation
• Coordinating works, deliveries and contractor access in line with site procedures
• Assisting with compliance administration, including health & safety records, RAMS and permits to work
• Maintaining accurate records relating to retailers, licences, notices and correspondence
• Supporting centre communications such as notices, updates and operational guidance
• Liaising with security, cleaning and facilities teams to help resolve operational issues across the shopping centre, public realm, residential areas and car park
• Assisting with reporting on retailer engagement, issues and trends
• Providing general administrative support to the centre management team
• Undertaking any other reasonable duties as requested by senior management

Administration & Reporting...

You will also support the administrative and reporting functions of the portfolio, including:

• Ordering office supplies and equipment
• Distributing and collecting monthly occupier income reports and issuing regular occupier communications
• Creating and distributing monthly digital newsletters for both commercial and residential occupiers
• Supporting site budgets alongside the Centre Management team
• Liaising with the Savills Accounts team on financial and invoicing queries and maintaining accurate records
• Raising Purchase Orders via the Savills Proacts dashboard and resolving invoicing issues with service providers
• Recording and maintaining car park usage and income data for site and client reporting
• Collecting utilities data and completing Change of Tenancy (COT) reports for incoming and outgoing occupiers
• Undertaking any other reasonable duties as requested by senior management

Ideal skills...

• Strong administrative and organisational skills
• High attention to detail and accuracy
• Excellent written and verbal communication skills
• Ability to manage multiple tasks and meet deadlines
• Professional, customer-focused approach with strong interpersonal skills
• Confident using Microsoft Office, particularly Excel and Word

Ideal knowledge...

• Understanding of retail and commercial leasing terminology and processes
• Awareness of mixed-use environments incorporating retail, residential, public realm and car parking assets
• Knowledge of confidentiality and data protection requirements
• Understanding of landlord, tenant and managing agent relationships

Ideal experience...

• Previous experience in a property, leasing or administration role
• Experience supporting lease administration or tenant coordination
• Exposure to retail or mixed-use developments is desirable
• Experience working with external stakeholders

Salary ranges from £35,000 - £40,000k for the right candidate + discretionary bonus + benefits.

If this is of interest, please send your CV to sally.ridgway@foundationrecruitment.com