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.
The key purpose of the Assistant Operations Manager role is to support the Operations Manager in the maintenance of the centre to maximise customer and retailer satisfaction, whilst assisting in the day-to-day running of the centre to ensure it is maintained to the agreed standards that bring the Vicinity brand to life.
Work schedule for the role:
Monday to Friday: 9:00am – 5:30pm
Please note this role includes participating in the centre management rotation, which involves periodic weekend and late-night coverage (rostered in advance).
What will you bring?
You will have previous experience in a similar role, ideally within shopping centre or commercial facilities management. You will be known for your solid technical knowledge of building operations and services — including HVAC, BMS and essential safety measures — along with a strong understanding of regulatory compliance and workplace health and safety (WH&S). Your contractor management capability, spanning inductions, permits to work and works delivery, may have been gained through a background in construction, shop-fitting or the trades (or similar). You will have strong project management skills, and an understanding of managing project costs and capital works would be beneficial. You will have a proven track record of building and maintaining strong relationships — with contractors, retailers and the wider centre team — to deliver positive outcomes, along with the ability to collaborate effectively across the business.
Key Accountabilities
Administration Responsibility
- Support operational contracts and ensure that optimum value is realised for expenditure.
- Maintain quality contract documentation by conducting monthly KPI’s with action plans and rectification where items are not achieved.
- Report and participate in contract renewal activities as opportunities arise when required.
- Responsible for managing maintenance logs for all centre works as required.
Operational Management
- Support the Operations Manager in the day-to-day management of suppliers and their contracts, including but not limited to, security, cleaning, HVAC, vertical transport, etc.
- Ensure safety of asset occupants through the centre emergency management procedures including operating all emergency management equipment and activation of emergency action plans.
- Support the presentation of the building to the highest possible standard.
- Support the awareness and understanding of the centre’s risk register and any associated risk treatment plan for high and medium risks with the team.
- Support the National Capital delivery teams to help deliver improved presentation standards through targeted capital and operating expenditure budgets programs, where applicable.
- Support the Operations Manager in delivering capital projects where required.
- Support the achievement of annual essential safety measures obligations and certification, including the full function fire test program.
- Support the centre contribution to the implementation of Environment Social and Governance initiatives at the centre’s by identifying opportunities for energy conservation and sustainability improvements, aiming to achieve energy and resource reduction targets set.
- Assist with the investigation of the regulator as instructed when HS&E issues arise and escalate through the business appropriately.
Retailer & Stakeholder Management
- Support the Operations Manager in the ability respond to retailer feedback on operational issues identified.
- Support the growth of positive relationships with internal and external key stakeholders (including contractors, emergency services, local council and internal staff) that impact the performance of the department.
Key Role Relationships
- Retailers: Maintain strong communication and collaboration with retail managers to ensure the team are addressing the tenants’ operational needs, resolve issues, and ensure a positive shopping experience.
- National Operations: Attend meetings scheduled by the National Operations management team to stay informed of upcoming tenders, new contractor information, capital updates, etc.
- Major Contractors: Support in fostering strong relationships with major contractors including cleaning, security, fire, HVAC, VT in order to optimise team performance and ensure efficient coordination, ultimately maximising output.
- Local & Emergency Services: Support in establishing effective relationships with local emergency services (police, fire, ambulance) with formal monthly meetings held with Local Area Commander (LAC) from police. Establish key relationship with local council to ensure strong support in the event of emergencies.
- Tenant Delivery Team: Coordinate with the tenancy delivery team to facilitate the onboarding of new tenants, manage works, and address any tenant-related issues or concerns as directed by the people leader.
Experience & Capabilities
ESSENTIAL EXPERIENCE (what you have done)
- A developing leader with a track record of achieving positive outcomes through others.
- Experienced in a role in the operations field that includes exposure to retail and mixed-use assets with some contribution to managing a budget.
- Experience managing complex building services with cleaning and security contracts.
- Demonstrate an ability to deliver allocated projects on time and budget.
- Exposure to a risk register and appropriate documentation for H&SE audits.
- Demonstrated support to the building and the centre’s Annual Safety Measures Certification as instructed by the Operations Manager.
- Demonstrated understanding of warden responsibilities and confident with managing emergency situations.
- Support maximising building efficiency and manage a sustainability program to minimise utility usage.
CRITICAL KNOWLEDGE (what you need to know)
- Clear understanding of contractor management through the issue of permits and general compliance.
- Demonstrate an ability to forecast and plan and execute a project budget (excel) within allocated timeframes.
- Understands the basics on how build a short-term expenditure plan that considers; risk, lifecycle and customer experience as instructed by Operations Manager.
- Demonstrated proficiency in MS office.
- Demonstrate an understanding of a planned and ad-hoc maintenance program for plant and equipment.
- Demonstrated ability to identify critical stakeholder relationships with internal and external key stakeholders (including contractors, emergency services, local council and internal staff) that impact the performance of the department.
- Demonstrated understanding of administrative duties as required including writing performance and management reports. Including assistance administering Vision, Strategy & Action Plans, forecasts and budgets as needed.
- Bring skills to assist with Strategic in approach and able to identify and deliver initiatives that achieve best in industry outcomes.
- Demonstrate the practical support to the Operations Manager to motivate, develop, and recognise people to ensure they achieve the best results in their current role as well as providing learning opportunities to progress their career.
- Demonstrated instances of delivering projects on time, within budget and in compliance with key handover dates as delegated by the Operations Manager.
- Demonstrate an interest to maintain industry-based knowledge to stay abreast of technical and operational information and opportunities.
- Have an eye for detail and don’t accept standards less than best in class.
- Understand and show respect for the diversity of the Vicinity community.
- Support the team in creating an environment where people feel confident and supported to be themselves.
- Strive to build robust, effective and mutually beneficial relationships that better outcomes and culture.
- Understand the needs of others and support the delivery of operational outcomes as required.
- Develop an understanding of the cross functional needs of teams and consider these when making decisions with a view to achieve balanced and mutually beneficial results.
- Assist to communicate successful initiatives are shared across the portfolio.
CAPABILITIES (what you can do)
- Collaborate as an Asset Team - Collaborate for best outcomes for asset and team versus best outcome for individual – Intermediate.
- Planning & Prioritisation - Identify the tasks required to achieve the desired outcomes and prioritise tasks in the right order – Foundational.
- Customer Focused - Understand various customer stakeholders and always consider their needs when making decisions – Foundational.
- Develop Strong Stakeholder Relationships - Identify, nurture and strengthen diverse stakeholder relationships – Foundational.
- Problem Solving - Use logic and methods to solve problems with effective solutions – Foundational.
- Health, Safety, Environment & Wellbeing - Integrate health, safety, environment and wellbeing into ways of work at asset level to ensure the safety of everyone – Intermediate.
- Regulatory Framework & Environment - Undertake business activity and decision making with prudent understanding and interpretation of relevant regulatory frameworks – Foundational.
- Demonstrate Financial Acumen - Understand how the business operates, the market dynamics and what must be done to be a successful business, both for the short term and longer term – Foundational.
Understands Asset Vision & Strategy - Know the ‘why’ behind decisions and actions, think bigger than today, and plan for the future – Foundational.
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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
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: [email protected]
Phone: +61 3 7001 4000 (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.
