Lease 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.

Role purpose

The key purpose of the Lease Administration Manager is to provide operational coordination and leadership to the Leasing Administration team, driving employee engagement, fostering a culture of inclusion and accountability while aligning team performance to achieve organisations goals.
In addition, maintain all Leasing systems, policies and procedures to ensure excellence and compliance in the Leasing business.
The role will play a key role in ensuring Leasing transactions are well supported by sound systems, policies and procedures and the Leasing Administration team are enabled to perform to a high-performance which drives best business outcome.

Key Accountabilities

People Leadership 

• All elements of the annual performance cycle are completed by the due date (including goal setting, mid-year reviews, EOY conversations).
• Regular 1:1’s, team meetings and development conversations conducted - minimum monthly cadence.
• Performance issues are managed in an effective and timely manner.
• Quarterly development conversations conducted with all team members.
• 100% of compliance training is completed on time for team.
• All health and safety, risk and compliance requirements are delivered across the team.
• Effective management of budgets as per forecast with demonstrated focus on managing cost.
• Demonstrated commitment to building own capability as a people leader.

Administration 

• Manage all day-to-day Leasing business needs, including system issue rectifications, system improvements as required, and policy and procedure updates including communications of such to relevant teams.
• Provide senior, expert advice to Lease Administrators for their leasing transactions.
• Provide coaching and training to Leasing Administration team to build and enhance their skill and understanding of the role
• and requirements, including running team meetings, coordinating team comms and supporting with day-to-day operational/technical challenges.
• Continually review and seek to improve resources and tools available to Leasing Administration for achieving a high performing team
• Manage and coordinate coverage of resourcing/workload across Leasing Administration team based on annual leave, particularly for critical periods such as EOY and EOFY.
• Work closely with the General Managers of Leasing in ensuring they are clear on the goals and challenges of the Leasing
• Administration team, including providing input for performance conversations.
• Represent Leasing and provide input from Leasing perspective for other department meetings, projects and initiatives.

Key Role Relationships

• Leasing Administrators
• Leasing Executives
• Regional Leasing Managers
• General Managers Leasing
• Group Director, Leasing
• Leasing Paralegals
• Retail Design Managers
• Tenancy Delivery Managers
• Revenue Administrators
• Accounts Receivable

Experience & Capabilities

ESSENTIAL EXPERIENCE (what you have done) 

• Experienced lease administrator with prior experience in the property industry and a working knowledge of retail leasing legislation at a senior administrative level.
• Prior People Leader experience is desired but not essential.

CRITICAL KNOWLEDGE (what you need to know) 

• Good verbal, written, visual, and negotiating communication skills and aptitude with both internal and external entities.
• Demonstrated visual presentation skills including cost planning, scheduling & tracking to targets.
• Demonstrated proficiency in Microsoft Office and all related-Leasing systems and tools.
• Organised, goal oriented, ability to develop and maintain effective relationships and works well in small and large groups.
• Understanding of the Retail Act Legislation.
• Customer focussed and customer centric with customers at the heart of all activities and decisions, and passionate about creating unique and relevant consumer experience that delivers value to all retail partners.
• Identify new ideas and transform them into new products, services and processes that drive commercial outcomes through a  shared strategic vision.
• Quick and easy navigator when implementing change efforts to optimise productivity and areas of focus.
• Technology and information is used to drive effective decision-making that leads to improved business performance.
• Explore more effective and efficient ways of getting thigs done and establish procedures or ways to standardise common activity, tasks and mitigate risk.

CAPABILITIES (what you can do) 

• Collaborate as an Asset Team - Collaborate for best outcomes for asset and team vs best outcomes for individual –
• Develop Strong Stakeholder Relationships - Identify, nurture and strengthen diverse stakeholder relationships – Intermediate.
• Demonstrate Commercial Acumen - Understands the collective impact of the role, business, industry and competitors – Foundational.
• Problem Solving - Use logic and methods to solve problems with effective solutions – Intermediate.
• Planning & Prioritisation - Identify the tasks required to achieve the desired outcomes and prioritise tasks in the right order – Intermediate.
• Understand Governance Parameters - Have a clear understanding of the governance parameters needed to work within and why – Advanced.
• Understand Applicable Legislation - Have a clear understanding of what legislative parameters need to be worked within and why – Intermediate.

PERSONAL ATTRIBUTES (who you are)

You consistently demonstrate and role model the behaviours that bring the Vicinity values to life: 

Respect: 

• We listen to and acknowledge each other's views 
• We have difficult conversations with care 

Integrity: 

• We back our words with the right actions
• We do the right thing, no matter the situation 

Customer Focus: 

• We nurture a genuine connection with our customers 
• We consider customer needs when making decisions 

Collaboration: 

• We invite the right people to the table 
• We balance consensus with decisive actions 

Excellence: 

• We always strive to improve
• We share our challenges and celebrate the wins

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.