Mall Leasing Coordinator

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 Mall Leasing Coordinator is to deliver comprehensive administrative and sales support to ensure the objectives of the Mall Leasing, Pop Up Shop Leasing, and Brand Space teams are successfully achieved. This role involves managing diaries, calendars, and departmental travel, as well as distributing internal communications, raising purchase orders, and contributing to budget preparation and forecasting. The Mall Leasing Coordinator oversees inboxes, responds to sales inquiries, ensures accurate national uploads of agreements, conducts thorough document checks, and maintains filing systems. Additional responsibilities include managing marketing collateral, supporting compliance with licensing requirements, organising events like the National Conference, and assisting with onboarding tasks such as preparing bump-in packs and establishing Salesforce data. By fostering a collaborative and positive team environment through organising team functions and recognizing milestones, the Mall Leasing Coordinator plays a pivotal role in supporting both departmental operations and staff engagement Key Accountabilities Operational Coordination

• Maintain data accuracy and integrity within Salesforce retailer records.
• Provide comprehensive administrative and operational support to managers and teams across leasing and mall space departments.
• Ensure corporate budget overheads are accurately forecasted and delivered within budget.
• Oversee the accuracy of marketing collateral and internal departmental information to support seamless operations.

Administration Coordination

• Maintain data integrity in Salesforce by managing national uploads of PLI, booking agreements, VSI Agreements, NCAF, and run sheets, ensuring all documents are accurately checked and filed in a timely manner to minimise risk.
• Provide high-quality administrative support to team leaders, including diary and calendar management, distributing internal communications, processing purchase orders, and reconciling corporate cards.
• Manage departmental compliance requirements, ensuring changes in Mall Leasing and VSI licenses are accurately updated and accessible across the business.
• Organise and coordinate travel arrangements and department functions or events, fostering collaboration and engagement within the team.
• Maintain key internal records such as national contact lists, staff milestones, and act as the point of contact for queries from wider Mall Leasing and VSI teams.
• Support onboarding for new staff by organising business cards, updating centres, preparing bump-in packs, updating fact sheets, and collaborating with IT as required.
• Forward new leads and potential business enquiries to relevant stakeholders, responding to Mall Leasing Partners and Mall Space enquiries via VSI and Brand Space Coordinators.

Relationship Management

• Demonstrate the Vicinity values and behaviours particularly when collaborating with cross-functional teams within the organisation in order to achieve the best outcomes.

Key Role Relationships

• Mall Leasing
• Pop Up Shop
• Brand Space
• Management & SMEs
• Leasing, Tenancy, Design & Delivery
• Customer & Asset Management
• Centre Teams
• External Consultants & Vendors

Experience & Capabilities
ESSENTIAL EXPERIENCE (what you have done)

• 3-5 years' experience in an administration role, preferably with exposure to a retail or sales environment.
• Extensive experience using the Microsoft Office suite, including Outlook, PowerPoint, Excel and Word, with a flair for creating professional presentations and marketing collateral.

CRITICAL KNOWLEDGE (what you need to know)

• Exposure to CRM systems, preferably Salesforce.
• Excellent communication and organisational skills.
• Ability to multi-task and have a strong attention to detail.

CAPABILITIES (what you can do)

• Collaborate as an Asset Team - Collaborate for best outcomes for asset and team vs best outcomes for individual – Foundational.
• Develop Strong Stakeholder Relationships - Identify, nurture and strengthen diverse stakeholder relationships – Foundational.
• 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 – Foundational.
• Planning & Prioritisation - Identify the tasks required to achieve the desired outcomes and prioritise tasks in the right order – Foundational.

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: [email protected] Phone: 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.

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