Assistant Property Manager

A career with Viva Energy Retail is more than just a job. It’s an opportunity to be part of something bigger. Our plans for the future and with our recent acquisitions of Coles Express and OTR positioning us as the leading national convenience retailer delivering the largest corporate run convenience and fuel network with the best offer in the market across a broader market than any other competitor.

You will join a team committed to supporting our evolving energy needs as we help to build a secure and sustainable energy future.  as well as support a transition to sustainable, lower carbon energy solutions. At the heart of our plans is people power. People who want to grow and evolve with us. People with the brightest minds, boundless energy, new perspectives and the passion to take Viva Energy and their careers forward.

Will you be part of the most exciting retail transformation in Australia today?

We have an exciting opportunity for an Assistant Property Manager who’s primary function of this role is to perform critical administration and payments tasks within the Property Leasing Team.  This role is pivotal in maintaining smooth property operations, managing tenant relationships, and ensuring compliance with lease obligations. You will be handling various administrative and operational tasks and have the opportunity to contribute to both strategic and on-the-ground property management.

Responsibilities

• Assisting in the Management of all ~300 retail associated lettings (including workshops, quick service restaurants and retail shops) across the retail portfolio, including negotiation and delivery of all renewals, disposals, site exits and lease renegotiations.
• Accountable for all lease and sublease documentation
• Vendor and customer set up
• Sending letters to new vendors/landlords requesting they complete the vendor form
• Manage general queries from new landlords (with assistance from  Property Managers)
• Managing arrears and following up with Property Manager and sub-tenant where required.
• Records/Data management
• Property Condition Reports & Inspections – carry out property inspections and prepare inspection reports with any follow up actions clearly documented. Communicate report and actions to appropriate parties. Identify opportunities and ensure subtenants are meeting lease/regulatory compliance issues.
• Review all lease outgoings/rent roll obligations and ensure payments/ receivables are processed in line with sublease obligations
• Ad hoc complex queries
• Manage requests for certificates of currency from all landlords.
• Provide professional property advice to stakeholders internally and externally.
• Managing maintenance request received from both Landlords and Subtenants, and ensuring repairs are undertaken in line with the relevant agreements.
• Assisting Property Managers with more complex rent reconciliations/disputes on rental amounts paid and liaising with customer

• 3 years’ experience in a similar level role
• Demonstrated ability to manage multiple stakeholders and priorities
• Demonstrated ability to interpret leases
• Understanding of legal requirements regarding both commercial and residential properties
• Strong communication skills, both written and verbal
• Proficient in all Microsoft office systems and applications
• High attention to detail
• Strong numerical skills

About us  

It’s an exciting time to join Viva Energy, as we play our role in securing Australia’s fuel supply while preparing for the lower carbon energies of tomorrow. Our goal is to support the world's evolving energy needs and achieve net zero by 2050.  

Viva Energy is a leading convenience retailer, commercial services and energy infrastructure business, with a history spanning more than 120 years in Australia? The Group operates a convenience and fuel network of more than 900 stores across Australia, and exclusively supplies Shell fuels and lubricants to a total network of more than 1,500 service stations. 

Viva Energy owns and operates the strategically located Geelong Refinery in Victoria, and operates bulk fuels, aviation, bitumen, marine, chemicals, polymers and lubricants businesses supported by more than 20 terminals and 60 airports and airfields across the country. 

Our culture  

Join a team that values diversity. Viva Energy is a great place to be yourself. We believe in our people, trust in their positive intentions, and empower everyone to amplify their voice across the business. We value inclusion, because that’s how we get the best outcomes. 

Awarded the WGEA Employer of Choice for Gender Equality five years in a row highlight that we are driven by our people and continuing our focus on making Viva Energy reflect the ever changing face of Australia.  

We welcome applicants from diverse backgrounds including Aboriginal and Torres Strait Islander people and encourage and support diversity in our traditional and non-traditional roles.  

At Viva Energy Australia, we believe flexibility is the new normal. So much so that we have developed and embedded our flexible working philosophy called ‘Viva Flex’. We are open to flexibility options including part-time, job-share and flexibility in start and finish times. We are happy to explore what this could look like for you during the recruitment process.

Apply now  

Simply upload your resume, academic transcript, and proof of working rights. We would also love to learn more about you, your previous work experiences and any extra-curricular activities.  

Please note: This role is being sourced through VIVA Energy Australia, therefore we will not be accepting applications via external recruitment agencies.

Applications close 4 November 2024.    

Good luck!