Key Responsibilities and Accountabilities:

• Manage the Commercial & Operations Director’s diary with sensitivity, balancing multiple priorities and commitments effectively to facilitate the optimal use of Director’s time and focus.
• Oversee the Director’s email inbox, prioritise matters, and ensure timely resolution.
• Assist the Director in meeting preparation, including agenda and minute creation, distribution of outcomes, and action item follow-up.
• Ensure the Director is well-prepared for meetings, equipped with relevant information and adequate reading time and pending action items are responded.
• Support the Executive team by collecting and collating Board Reports from the Senior Managers of the Commercial & Operations departments for timely submission.
• Safeguard confidentiality and maintain the professional integrity of the Executives, CEO, and Board.
• Establish and maintain positive relationships with senior executives from various organisations.
• Undertake research and coordinate special Projects that may include the preparation and development of presentations and/or documentation.
• Contribute to the enhancement and maintenance of the records management system.
• Develop and manage an online SharePoint filing system for the Commercial & Operations department.
• Provide support with diary, event and meeting management, related administration duties including financial system support, drafting and sending email correspondence, assist with hospitality orders and welcoming guests.
• As a Business Support Specialist, you will also be tasked with assisting the wider team; capital works and event management teams by providing project management administration, including knowledge of project management methodology which may include utilising project software, scheduling and logistics.
• Respond to enquiries from external stakeholders including the redirection of enquiries to appropriate personnel and services.
• Continually review processes and operations to maximise efficiency.
• Perform other duties as requested by your manager or delegated member.

Key Selection Criteria

• Demonstrated Executive-Level Administrative Expertise: High-level administrative support to senior executives within a corporate environment, showcasing exceptional professionalism, discretion, and confidentiality. Coordinating complex diaries, events, and meetings, as well as efficiently managing various administrative tasks.
• Advanced Proficiency in Administrative Tools: Proficient in effectively utilising the MS Office Suite and other relevant software applications to streamline administrative processes. ability to create and manage documents, spreadsheets, presentations, and email correspondence at an advanced level.
• Strong Communication and Collaborative Skills: Excellent communication and collaboration skills, capable of effectively interacting within a team setting. Ability to liaise with internal and external stakeholders, promptly responding to inquiries, and directing individuals to the appropriate resources and services.
• Exceptional Time Management and Prioritisation: Ability to manage multiple priorities and meet deadlines efficiently. Strong time management skills in balancing competing demands, organised meeting documentation, and ensured timely completion of tasks.
• Proactive Problem-Solving and Process Improvement: Display a proactive approach to addressing challenges and enhancing operational processes.

Desired Experience/Qualifications:

• Strong team player, capable of effective collaboration and communication within a team setting.
• Skilled in managing competing demands while adhering to standards and deadlines, displaying a proactive approach.
• Self-sufficient and capable of working autonomously when required.
• Experience in project management and related software is desirable.

Recruitment process

Please let us know in your cover letter if you require any reasonable adjustments to the recruitment process or the role. MAP Co is committed to ensuring that all applicants are afforded an equitable opportunity to be considered for our roles.

MAP co will undertake background checks on the successful candidate in line with requirements set by the Office of the Victorian Information Commissioner (OVIC).

Applications

Kindly note that applications will be reviewed for short listing throughout the advertisement period, so we encourage applicants to apply without delay.

Please provide a covering letter (maximum 1 page) and your resume (maximum 4 pages).

Applications close on 30 April 2025

Key Responsibilities and Accountabilities:

• Lead, implement and review a tenancy strategy that enhances the visitor experience, attracts high patronage for increased revenue and aligns with the Corporate Plan.
• Manage and negotiate new leases, renewals (including rental market valuations) and licences for storage facilities to ensure the most favourable outcome for MAP Co.
• Draft and negotiate Heads of Agreements (HoAs) for property leases, ensuring alignment with company objectives and legal compliance.
• Develop financial models and conduct data analysis to assess lease terms, profitability, and long-term financial impact, providing insights for decision-making.
• Build and maintain strong relationships with cultural (KHT, NGV, and ACMI) and F&B tenants to align with the Fed Square Civic and Cultural Charter, while collaborating to enhance performance through strategic marketing, high presentation standards, and operational efficiency.
• Create and review policies, processes and guidelines including the Fed Square Rules, Fit Out Guide and other materials to accurately reflect the changing needs of the business.
• Manage and coordinate communication with tenants regarding upcoming events, facility updates, capital works, and any operational changes to ensure smooth tenant relations and minimal disruption.
• Oversee and guide tenants to complete capital improvements, including fit-outs, refurbishments, condition reports and make-good requirements. Collaborate closely with stakeholders including tenants, law advisors and valuers with an aim to provide a beneficial position for MAP Co.
• Develop new initiatives to improve the tenant offering at Fed Square including cross promotion with the car park, safety, sustainability, and presentation.
• Generate comprehensive Board Reports and contribute to other reports as directed.
• Formulate the annual budget and strictly monitor arrears management.
• Any other duties as requested by your manager or delegated member.

Key Selection Criteria

• Tenancy Strategy and Revenue Generation: Developing and implementing tenancy strategies in a diverse property portfolio, resulting in enhanced visitor experiences and increased patronage. Financial acumen to identify revenue generation opportunities and ensure the financial sustainability of the organisation, particularly in retail, hospitality, or entertainment precincts.
• Stakeholder Engagement and Relationship Management: Establish and maintain positive stakeholder relationships, both internally and externally. Collaboration with tenants, cultural partners, law firms, valuers, and other relevant stakeholders to align strategies, drive performance, and create a vibrant and integrated precinct environment.
• Data-Driven Decision Making: Utilise data analysis to drive business improvements and inform decision- making Use of data to assess market trends, evaluate performance, and make strategic recommendations to enhance the overall tenancy mix, visitor engagement, and revenue generation.
• Negotiation and Problem-Solving Skills: Strong negotiation and problem-solving abilities to successful lease negotiations, including handling rental market valuations, lease renewals, car park agreements and navigating complex negotiations to achieve favourable outcomes for the organisation.
• Communication and Reporting: Experience in preparing comprehensive reports, board documents, and other communication Ability to convey complex information clearly, including risk assessment and strategic recommendations, to support decision-making at executive and board levels.

Desired Experience/Qualifications:

• 5+ experience in a Property Manager role or similar for a retail, hospitality, or entertainment
• Proven experience in data analysis to recommend business
• Tertiary Degree and/or equivalent
• Agent’s representative certificate (essential)

Recruitment process

Please let us know in your cover letter if you require any reasonable adjustments to the recruitment process or the role. MAP Co is committed to ensuring that all applicants are afforded an equitable opportunity to be considered for our roles.

MAP co will undertake background checks on the successful candidate in line with requirements set by the Office of the Victorian Information Commissioner (OVIC).

Applications

Kindly note that applications will be reviewed for short listing throughout the advertisement period, so we encourage applicants to apply without delay.

Please provide a covering letter (maximum 1 page) and your resume (maximum 4 pages).

Applications close on 30 April 2025