Key Accounts Leasing Assistant

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-fun