Property Officer

7 months ago

Melbourne City Centre, Australia Fed Square Full time

MAP Co values the unique backgrounds, experiences and contributions that each person brings to our community and encourage and celebrate diversity. First Nations people, those identifying as LGBTQIA+, women, people of all ages, with disability and culturally and linguistically diverse people are encouraged to apply. Our aim is to create a workforce that reflects the community in which we live. 
Organisation Overview 
A new state government entity, MAP Co is responsible for the delivery of the Melbourne Arts Precinct Transformation project as well as the operations, programming, promotion and maintenance of Federation Square and the new Melbourne Arts Precinct public spaces.
Set to boost Melbourne's standing as a creative and cultural capital and to harness the immense potential of one of the most vibrant arts corridors in the world, MAP Co is delivering capital projects including the $1.7 billion Melbourne Arts Precinct Transformation project that includes, The Fox: NGV Contemporary, a new gallery dedicated to contemporary art and design; an 18,000 square metre public open space in the heart of the precinct; significant upgrades to the State Theatre; and new restaurants and bars throughout the space. 
Federation Square supports a diverse mix of businesses that service residents, CBD workers and local and international visitors alike. It is proudly home to nationally significant resident cultural institutions the Koorie Heritage Trust (KHT), the Ian Potter Centre: NGV Australia (NGVA) and the Australian Centre for the Moving Image (ACMI). MAP Co works collaboratively with these organisations to support and leverage a wholistic approach to precinct programming. 
About the Role 
MAP Co is seeking a Property Officer to be responsible for providing administrative support to create strong stakeholder relationships with tenants of Fed Square. This role serves as the primary contact for tenants in managing enquiries, providing up to date information on reviewing leases & licences, communicating event details and activities and promptly addressing maintenance issues.
Key Accountabilities 
- Act as the primary point of contact for Federation Square tenants, managing enquiries for tenants and as a conduit for resolving issues with internal departments.
- Proactively communicate with tenants, providing advance notices of upcoming events and at the precinct, unplanned maintenance issues and advice on solutions.
- Communicate requirements for adherence to occupational health and safety (OHS) compliance and escalating breaches to OH&S Manager and Property Manager for resolution.
- Conduct a thorough review of leases and licences to compile, record rights and provide interpretation on tenancy and licensing obligations.
- Maintain an accurate tenancy register and comprehensive record-keeping system.
- Organise and conduct regular tenancy inspections, compiling inspection reports for Property Manager review and action.
- Formulate and audit a storage register across the precinct for business efficiencies and maximise space utilisation.
- Coordinate regular meetings with tenants, with the responsibility of communicating agendas, compiling minutes, and distributing and monitoring actions.
- Schedule and assist the management of quarterly meetings with all tenants including the collation of an agenda and presentations.
- Maintain all tenancy documentation and legal agreements in an appropriate filing system to ensure a comprehensive record of property governance.
- Provide operational advice and support to ensure the car park management service provider to support the visitor experience.
- Liaise with the events, precinct operations and project management team to communicate impacts on tenants for activations and improvement works.
- Assist with developing policies, processes and guidelines including the Fed Square Rules to accurately reflect the changing needs of the business.
- Ensure timely financial processing of invoices to accurately charge ad-hoc tenant expenses and cost recoverable.

Your Experience 
- Possess strong administration skills and relevant experience in preferably in property management or owner's corporation is desirable.
- Proficient in database management to ensure accurate and updated records.
- Familiarity with lease and licence management processes and requirements.
- Excellent interpersonal and stakeholder management skills.
- Effective time management, organisational, and prioritisation abilities within a dynamic, fast-paced environment.
- Strong written and verbal communication skills.
- Proficient in collaborating effectively within a large team environment, demonstrating attentiveness and dedication to fulfilling assigned responsibilities.

Qualifications 
Agent's representative certificate desirable but not essential
Special Requirements
Some out of hours work may be required from time-to-time 

Applications 
*
- Provide a covering letter (maximum 1 page) and your resume (maxi

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