National Capital

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 purposeThe key purpose of the National Capital & Planning Project Coordinator role is to support the National Capital Planning and Delivery Manager in delivering the Vicinity national annual capital expenditure program. This role involves planning, coordinating, and executing capital projects across the portfolio, working closely with Project Delivery Managers to ensure projects are completed on time and within budget. This role's responsibilities include managing project documentation, ensuring compliance with industry regulations, maintaining effective communication with internal and external stakeholders, and addressing any issues that arise. The National Capital & Planning Project Coordinator role aims to enhance operational efficiency, support strategic planning, and contribute to the successful delivery of capital projects in alignment with the organisation's objectives.

Please note this is a part-time position - 22.8hrs per week.

Days required - Monday, Tuesday and Thursday preferred (however we are flexible with days)

Key Accountabilities

Project Coordination & Support    

• Assist the National Capital Planning and Delivery Manager in planning, coordinating, and executing capital projects across the portfolio.
• Work closely with Project Delivery Managers to ensure projects are completed on time and within budget.
• Coordinate the monthly reporting requirements nationally and monitor the national capital approval system, ensuring business case submissions move through the approval process.
• Develop and maintain project documentation, including project plans, schedules, and status reports.
• Provide administrative assistance to the National Capital Planning and Delivery Manager where required.
• Facilitate training, create OPUS Training Modules, and onboard new starters (CDMs & OMs) in relation to Capex Delivery processes, procedures, and systems.
• Coordinate travel bookings for the Capital Delivery team as required.

Compliance & Operational Efficiency    

• Ensure compliance with industry regulations and standards in all capital projects.
• Implement and maintain processes and procedures to enhance operational efficiency and effectiveness.
• Conduct regular audits and reviews to ensure adherence to policies and regulatory requirements.
• Process national project invoices and assist National Delivery Managers with all financial administration.
• Administer internal project management fee allocations monthly.
• Support strategic planning and contribute to the continuous improvement of project management practices.

Financial Management & Reporting    

• Coordinate national project financials and ensure all project progress claims are processed.
• Manage project budgets, ensuring adherence to financial controls and policies.
• Oversee the preparation and execution of works contracts for projects completed by the National project team.
• Develop and maintain financial documentation, including invoices, payment records, and financial reports.
• Conduct internal system testing with key stakeholders, including IT and Finance departments.

Key Role Relationships

• Capital Delivery Managers
• National Operations
• Regional General Managers
• Asset Teams
• Legal
• Accounting & Finance
• Sustainability
• Consultants, Suppliers & Contractors

Experience & Capabilities

ESSENTIAL EXPERIENCE (what you have done)    

• Minimum 3-5 years of experience in administration or project coordination or management, with a focus on capital planning and delivery with JDE and ECM platform experience.
• Demonstrated experience in financial management, including budgeting, invoicing, and financial reporting.
• Proven track record in coordinating with internal and external stakeholders, including suppliers and contractors.

CRITICAL KNOWLEDGE (what you need to know)    

• Understanding of project management principles, methodologies, and best practices.
• Familiarity with financial management processes, including budgeting, forecasting, and cost control.
• Knowledge of industry-specific regulations and standards related to capital planning and project delivery.
• Insight into current trends and innovations in project management and delivery.

CAPABILITIES (what you can do)

• Ability to assist in planning, coordinating, and executing projects, ensuring timely and efficient delivery.
• Proficient in managing financial aspects of projects, including budgeting, cost management, and financial reporting.
• Skilled in maintaining and developing relationships with internal and external stakeholders, including suppliers and contractors.
• Excellent communication skills to facilitate clear and effective interactions with stakeholders and team members.
• Strong organisational skills to manage multiple tasks, update tracking documents, and maintain accurate records.
• Capable of identifying and addressing project issues, risks, and challenges to ensure successful project outcomes.

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

• 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.

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:

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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