Leasing Administrator/Coordinator

at  Vicinity Centres

We are one of Australia’s leading retail property groups, who are reimagining the way Australians live, work and play. We own and manage some of the most recognisable and loved retail destinations across Australia and are evolving to transform our portfolio into destinations that offer a broad selection of retail, residential, and office spaces.
Role purpose
The key purpose of the Leasing Administrator is to support Leasing transactions 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.
The Leasing Administrator will provide accurate and timely delivery of support to Leasing for lease offer documents and related documentation, as well as providing administration assistance relevant to Leasing transactions where required.

Key Responsibilities

• Expert advice and guidance to Leasing for Leasing transactions to deliver best outcome, taking into consideration retailer experience, business compliance and overall efficiency of transaction
• Identification of Retail Act application and any specific requirements for the Leasing transaction
• Filing and storing of all documents throughout the end-to-end Leasing transaction
• Management and maintaining of Retailer contact records
• Coordination and filing of internal and external approvals related to Leasing transactions
• Coordination and requests for special conditions/clauses for Leasing transactions
• Document preparation for all files related to the Leasing transaction
• Accountability for Lease Instruction document accurately capturing the agreement for preparation of formal leases
• Communication with other departments for related documentation for the Leasing transaction
• Contribution to business improvement initiatives
• Support to wider Leasing Administration group workload
• General administration support to Leasing at all levels

Key Role Relationships

The Leasing Administrator works closely with the:

• Senior Leasing Administrator
• Leasing Executive
• Regional Leasing Manager
• General Manager Leasing
• Leasing Paralegal
• Manager- Leasing Paralegals
• Retail Design Manager
• Tenancy Delivery Manager
• Revenue Administrator
• Regional Accounts Receivable Manager

Capability and Experience

• You will be an experienced administrator with prior experience in the property industry and a working knowledge of retail leasing legislation at an administrative level.
• You will be a confident, enthusiastic professional with excellent communication skills, ability to multi-task, prioritise your workload and anticipate and manage the needs of your stakeholders.
• You will be known for your high levels of initiative, exceptional attention to detail, and your outstanding organisational skills.
• You will have well-tuned problem solving skills and an ability to find resolutions independently.
• Customer Focus: You are customer focussed and put customers at the heart of your activities and decisions.
• Innovation: You identify new ideas and transform them into new products, services and processes that drive commercial outcomes through a shared strategic vision.
• Change agility: You move quickly and easily to navigate and implement change efforts to optimise productivity and areas of focus.
• Data, digital and technology: You use technology and information to drive effective decision-making that leads to improved business performance.
• 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

Our values cultivate a culture that encourages our 1,200+ team members to be adaptable, agile, resilient and passionate.
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

• Expert advice and guidance to Leasing for Leasing transactions to deliver best outcome, taking into consideration retailer experience, business compliance and overall efficiency of transaction
• Identification of Retail Act application and any specific requirements for the Leasing transaction
• Filing and storing of all documents throughout the end-to-end Leasing transaction
• Management and maintaining of Retailer contact records
• Coordination and filing of internal and external approvals related to Leasing transactions
• Coordination and requests for special conditions/clauses for Leasing transactions
• Document preparation for all files related to the Leasing transaction
• Accountability for Lease Instruction document accurately capturing the agreement for preparation of formal leases
• Communication with other departments for related documentation for the Leasing transaction
• Contribution to business improvement initiatives
• Support to wider Leasing Administration group workload
• General administration support to Leasing at all level