Operations Coordinator - Galleria

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 Operations Coordinator is to assist with and oversee the day-to-day operation of capital and operational works of the centre. The Operations Coordinator supports the smooth and efficient operation of the centre by assisting with daily logistics, administrative tasks, and coordination between various departments, supporting the operations team to deliver the capital and operating expenditure budgets.
This role coordinates and supports the operations team and is accountable for supplier inductions, risk management and compliance. The Operations Coordinator ensures that all operational elements function seamlessly, contributing to a positive experience for staff, contractors, retailers, and customers.
It is acknowledged that due to the nature of the position and the industry in which Vicinity Centres operate, there is a requirement to work outside of normal business hours. Tasks include but are not limited to performing the role of Duty Manager on a rotating roster. These activities will change from time to time in line with activities expected of an operational team member in a commercial and retail environment.

Key Accountabilities

Administration

• 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.

• Support the centre operations by filing and monitoring all permit and contractor documentation for building compliance, contractor management and tenancy delivery.

• Management of all contractor inductions and ongoing support.

• Ensure compliance and administration of the building and centre’s Annual Safety Measures Certification as instructed by the Operations Manager.

• Management of the centre’s lifecycle plan and asset register’s administration.

Operational Support

• Assist in the high standard of the centre’s presentation for retailers, consumers and staff which is achieved through contractor engagement and encouraging team performance.

• Support in the coordination and management of the centre’s suppliers, including but not limited to cleaning, risk management and compliance, emergency management, pest control, hygiene, general repairs, maintenance, inductions and incident reporting.

• Support the awareness and understanding of centre risk register and any associated risk treatment plan for high and medium risks.

• Support annual essential safety measures obligations and certification as required through the provision of documentation.

• Support the HSE obligations and certification as required through the compilation and filing of documentation.

• Support Environment Social and Governance initiatives at the centre.

Retailer & Stakeholder Support

• Support the ability respond to retailer feedback on weekends and extended trade periods on operational issues identified and escalate to people leaders, if required.

• 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

• Operations Manager & Team

• Centre Team

• Contractors

• Retailers

Experience & Capabilities

ESSENTIAL EXPERIENCE (what you have done)

• An experience professional with a background in administration, risk support and auditing is desirable.

• Experience within an environment where the customer experience is at the centre of everything.

CRITICAL KNOWLEDGE (what you need to know)

• Understanding of contractor management through the administration and retention of permits and general compliance.

• Foundational knowledge on how to build a short-term plan and a demonstrated proficiency in MS office in supporting admin platforms.

• Demonstrated understanding of administrative duties as required including writing performance and duty management reports.

CAPABILITIES (what you can do)

• Demonstrate the practical support to the centre team to motivate and recognise people to ensure they achieve the best results in their current role.

• Demonstrated instances of delivering projects on time, within budget and in compliance with key handover dates as delegated by the OM as required.

• 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.

• Ability to support the operating model in creating an environment where people feel confident and supported.

• 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.

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: +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.