Key Accounts Leasing Assistant

at  Vicinity Centres

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.
Role purpose
The Key purpose of the role is to provide high level comprehensive support to the Key Account General Managers of Leasing (x2). The role plays a crucial part in assisting the General Managers to manage their workload efficiently, allowing them to focus on their core role and responsibilities. The KA LA and Assistant will often serve as a central point of contact, liaising between the General Managers and other team members and departments facilitating seamless communication and positive outcomes. They should be able to anticipate challenges and proactively address issues as well as having the ability to manage shifting priorities and unexpected requests with composure and efficiency. The primary function of this role is to undertake Leasing Administration services for the GM Key Accounts Specialty by ensuring the administration, tracking, managing, and reporting of lease offers from deal inception to lease instruction is compliant with the business policies and requirements as well as relevant legislation. It will require inputting and maintenance of data, the issuance and return of required legal documentation and provision of accurate and timely delivery of support for all lease offer documents and related documentation, as well as providing administration assistance relevant to Leasing transactions where required. i.e., surrenders, variations, options.
Key Accountabilities

General Manager Support

• Manage travel bookings.
• Assist with collating presentation information.
• Coordinate diary and calendar where required.
• Management of Real Estate Licensing compliance requirements
• Oversee all departmental administration and senior leader support.
• Manage and maintain confidential and sensitive information with discretion and confidentiality.
• Anticipate and address administrative requirements to enhance productivity and time management.
• Where appropriate and as required, serve as a liaison between the General Manager and internal/external stakeholders conveying messages, requests, and instructions accurately and professionally.
• Attend retailer meetings as required, including the preparation of any research and documentation required to support a professional and productive outcome.
• Develop a strong knowledge and understating of Centres within the Region to support strategic initiatives and discussion

Lease Administration

• Provide end to end assistance to the General Manager Leasing – Key Accounts in the management and execution of Key Account portfolios from identification of expiries through to Lease Instruction
• Management and maintaining of Retailer Contact Records
• Filing and storage of all documents throughout the end-to-end Leasing process.
• Identification of Retail Act application and any specific requirements for the Leasing transaction
• Coordination and filing of internal and external approvals related to leasing transactions.
• Coordination and requests for special conditions/clauses for Leasing transactions.
• Accountability for Lease Instruction document accurately capturing the agreement for preparation of formal leases.
• Document preparation for all files related to the Leasing transaction.
• Prepare leasing reports, financial analysis, and relevant performance metrics of Key Accounts where required.
• Develop and maintain strong relationships with Key Account national retailer representatives.
• Liaise regularly with Leasing Executives nationally to provide relevant and accurate information to the General Manager to support portfolio discussions and outcomes.
• Attend and participate in portfolio discussions with Key Account tenants as required

General Administration

• Accurately maintain team and department documentation, data, calendars, files, and records
• Develop and generate department reporting as directed by General Managers.
• Coordinate internal and external meetings, including meeting invitations, room bookings, catering.
• Process invoices and expenses in line with team and company policies and processes
• Liaise with internal and external stakeholders.
• Lead the arrangement of team events and activities.
• Support departmental and cross-functional projects as required.

Customer Service

• Continuously improve internal and external customer service standards and processes
• Develop and maintain strong relationships with Regional Managers and Leasing Executives to help foster a collaborative and team driven environment

Key Role Relationships

• Business Leadership Team
• Cross Functional Team Members (Leasing, Tenancy Delivery, Design, Legal, Revenue Admin)
• General Managers, Regional Leasing Managers & Leasing executives
• Key Retailer Personnel (on behalf of GM)

Experience & Capabilities

• Highly developed MS Office skills
• Highly developed MS Excel skills
• Background and interest in real estate (residential/commercial or retail) is desirable.
• Well-developed data entry and reporting skills
• Strong general PC skills, documentation management and record keeping.
• Proficiency in real estate software and tools such as Sales Force and ECM management is desirable.
• Knowledge of the Retail Act Legislation is desirable.
• Experience dealing with internal and external stakeholders and providing quality service and support in a professional environment.
• You are customer focused and put customers at the heart of your activities and decisions.
• Well-developed time management and prioritisation skills with the flexibility to adapt quickly to changing priorities.
• You will be confident, enthusiastic professional with excellent communication skills, ability to multitask, prioritise your workload and anticipate and manage the needs of your stakeholders.
• Strong attention to detail with the ability to take initiative and problem solve.
• Strong continuous improvement and collaborative mindset is essential.
• Change Agility- You move quickly and easily to navigate and implement change efforts to optimise productivity and areas of focus.
• Process Improvement- You explore more effective and efficient ways of getting things done and establish procedures or ways to standardise common activity, tasks and mitigate risk.

Why Vicinity?

Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised. This includes:

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

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:
Email:
talent.acquisition@vicinity.com.au
Phone: +61 3 7001 4000 (request to speak 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

• Business Leadership Team
• Cross Functional Team Members (Leasing, Tenancy Delivery, Design, Legal, Revenue Admin)
• General Managers, Regional Leasing Managers & Leasing executives
• Key Retailer Personnel (on behalf of GM