Tenant Community

Tenant Community & Studio Coordinator - Permanent Full-Time Position

The Abbotsford Convent is Australia\'s largest multi-arts precinct and a major cultural and community hub in Melbourne. The Convent hosts 120 tenants including visual artists, writers, designers, performers and wellbeing practitioners, and welcomes around one million visitors each year. The Abbotsford Convent Foundation (ACF) owns and operates the precinct on behalf of the public, managing day-to-day operations, sustainability and future vision.

The Tenant Community & Studio Coordinator works alongside the Tenant Community Manager to support the Convent\'s diverse tenant community and manage tenancy activities, including selection, leasing, inductions, studio and relationship management, and tenancy engagement initiatives (annual pop-up shop, social activities and the St Heliers Gallery program).

Organisational Relationships

Reporting: The position reports to the Tenant Community Manager

Internal Relationships: Works across the organisation with Governance, Operations, Accounts, Events and Venues and Programming

External Relationships: Interfaces with existing and prospective tenants, legal consultants, auditors and other partners

Key Responsibilities, Duties and Accountabilities

Tenant Selection, Induction and Vacating Processes

• Coordinate responses to new tenant enquiries, logging interest for later referrals and communication.
• Coordinate tenancy expressions of interest (EOIs), including inspections with prospective tenants and assessments.
• Coordinate tenants\' web profiles and studio signage.
• Manage updates and distribution of induction material and provision of keys.
• Manage the process for exiting tenants, including inspections and bond refunds.

Administration

• Prepare and administer leases, including data entry, filing and archiving.
• Assist with upkeep of the tenant handbook, portal and other tenant information.
• Update leasing documentation, including continual improvement of contracts processes, procedures and documentation.
• Liaise with ACF legal resources to ensure compliance to the Retail Tenancies Act.
• Prepare presentations, agendas and minutes for tenancy, Food & Beverage and Wellbeing meetings.
• Monitor information sharing systems and ensure accurate storage and archiving of data.
• Coordinate and contribute content for tenant newsletters.

Studio and Tenancy Management

• Assist with responses to and resolution of requests, ensuring timely follow-up.
• Conduct condition reports as required.
• Keep the Abbotsford Convent website and directory signage up to date with current tenant information.
• Update key registers and other system records as needed.

Reporting

• Assist with the development of system reports for quarterly and annual reporting.
• Prepare tenancy statistics as required.
• Run monthly rent roll reports.
• Manage the Salesforce tenancy and leasing database, ensuring data integrity.

Convent Tenant Engagement Activities

• Assist with the development and management of tenant engagement initiatives including the annual pop-up shop, e-commerce site, on-site gallery and tenant social activities.

Other

• Maintain safe working environments and procedures that comply with legislation and ACF OH&S standards.
• Participate in staff meetings, strategic planning and evaluation processes.
• Contribute to the continual improvement of tenancy departmental processes.
• Undertake other duties as required.

Key Competencies

Specialist Skills and Knowledge

• Previous experience in a similar role / skill set.
• Proficiency using Salesforce or equivalent CRMs or the ability to learn.
• Ability to liaise with legal professionals to resolve issues or problems.
• Strong data collection, reporting and the ability to present information to tenants and the broader team as required.
• Knowledge of the Retail Leases Act would be highly regarded.
• Proficiency in MS Excel.

Interpersonal Skills

• Strong people skills when dealing with the team and tenant community.
• Well-developed written and verbal communication skills in a professional manner.
• High level of accuracy and attention to detail.
• Ability to relate to a broad range of people from varied cultures and backgrounds.
• Ability to work collaboratively.

Qualifications and Experience

• Qualification in arts or commerce (e.g. Fine Arts, Arts Management, Legal Studies, Finance, Business) will be highly regarded.
• 1–2 years' experience in a similar role in an arts, cultural or events precinct, arts studios, a commercial role in real estate, property management or similar.
• Experience in contracts administration would be highly regarded.
• Experience working within compliance to the Retail Leases Act would be highly regarded.
• A track record in a similar or transferable role.
• Experience applying policies and procedures to your work, including adherence to legislative requirements pertaining to the Retail Leases Act.
• Strong personal accountability, organisational skills, attention to detail and initiative to deliver outcomes in a busy environment.
• Experience using CRMs and Salesforce and the ability to develop and improve systems and processes.

Conditions

• This is a full-time, permanent role with a six-month probation.
• Salary circa $65,000 per annum plus superannuation.
• The Amusement, Events and Recreation Award (MA000080) applies.
• Occasional evenings and weekends may be required linked with tenant events and programming.

Note: Competencies required for this role may vary as the ACF evolves to meet community needs.

What We Offer

• Salary sacrificing.
• Access to EAP services.
• An organisation committed to Diversity and Inclusion.
• A collaborative and inclusive work environment prioritising wellbeing and professional growth.
• Access to some free events on-site.
• Free 24-hour car parking access.

Application Process

Abbotsford Convent is committed to equity and inclusion and welcomes applications from Aboriginal and/or Torres Strait Islander people, people from culturally and linguistically diverse backgrounds, people of all abilities, and people from LGBTQIA+ communities.

• A current CV and contact details of 2 referees.
• A written application (1 page or up to 2 pages) addressing the key selection criteria.

If you would like to discuss the role, please contact Leonie Wray (Tenancy Manager) at +61 433 216 727

Please submit your application at hrsupport@abbotsfordconvent.com.au

Selected candidates will be interviewed in the first week of October 2025.

Please ensure your CV and Cover Letter address the selection criteria to progress.

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