Administration 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

Provide timely, efficient and high-quality administrative support to leaders and the broader team, ensuring administrative operations and requirements are maintained.

Key Responsibilities & Accountabilities

General Administration

• Accurately maintain team and department documentation, data, calendars, files and records
• Coordinate internal and external meetings, including meeting invitations, room bookings, catering
• Process invoices and expenses in line with team and company policies and processes
• Support preparation and maintenance of internal communications, including intranet posts and content, sharepoint information and files
• Liase with internal and external stakeholders
• Support arrangement of team events and activities

Customer Service

• Respond to general customer and stakeholder queries
• Route complex queries and requests to relevant internal groups/individuals
• Ensure SLA’s and response times are adhered to
• Maintain customer information in line with relevant business and security standards

Senior Leader Support

• Assist with travel bookings
• Assist with collating presentation information
• Coordinate diaries and calendars where required
• Support executive assistants with various administrative duties

Key Role Relationships

• Leaders
• Cross functional team members
• General Managers
• External Customers
• Suppliers

Experience & Capability

• Proficient with MS Office
• Well developed data entry and maintenance skills
• Experience supporting teams and leaders with general administration
• Experience dealing with internal and external stakeholders and providing quality service and support in a professional environment
• Sound general PC skills, documentation management and record keeping
• Well developed time management and prioritisation skills
• Good communication and stakeholder engagement skills
• Ability to multi-task and be flexible, learn new process, skills and systems
• Strong attention to detail
• Ability to take initiative and problem solve

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 potent