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TENANCY MANAGER –
POSITION DESCRIPTION
1. BACKGROUND TO THE POSITION
The Abbotsford Convent Foundation (ACF) owns the Abbotsford Convent site and manages
the day-to-day operations, future vision and sustainability of this unique arts, learning and
cultural precinct. The site was gifted to the people ten years ago to be used as a resource
for the arts community: for training and education; employment; an incubator for creativity
and the sharing of ideas; and a place for community participation and enjoyment. The site
brings with it a significant heritage challenges that underpin the manner in which it can
develop as well as multiple, varied stakeholders with differing needs and expectations.
The Abbotsford Convent receives no recurrent government funding so needs to manage and
develop its own income streams. The largest source of income is through leasing studios
and offices throughout the site.
The Tenancy Manager role leads the leasing function for the organisation. It manages the
overall administration of leases including documentation, renewal and payments. The
position interfaces directly with the site’s tenants and plays a coordinating role between the
tenants and the ACF in its tenant advocacy role within the ACF. Current tenants include a
school, radio station, artists, hospitality businesses and cultural organisations.
2. ORGANISATIONAL RELATIONSHIPS
Reporting:
The position reports to the Chief Operating Officer.
Internal Relationships:
The role is required to liaise with all internal ACF functions including Finance, Building & Facilities,
Venue Hire and Programming.
External Relationships:
The role has interface with existing and prospective tenants.
3. KEY RESPONSIBILITY AREAS and DUTIES
To manage the lease documentation function
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Manage documentation of leasing process including development, review and execution
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Develop monthly rental schedules
To manage the leasing portfolio
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Manage new tenant selection process and inductions
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Maintain tenancy enquiry lists
Abbotsford Convent Foundation
Position Description: Tenancy Manager
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Maintain room improvement schedules
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Seek new and interesting tenants
To develop and implement a program to increase tenant engagement
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Organise regular tenant meetings, forums and social activities
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Foster and develop relationships with tenants
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Manage tenant queries, complaints and requests
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Work with other ACF functions to develop interesting tenant initiatives and projects
To manage administration requirements of Tenancy function
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Maintain appropriate leasing metrics
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Maintain lease database and produce reports as required
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Undertake required compliance reporting
4. KEY PERFORMANCE MEASURES
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High tenancy occupancy rates
High levels of tenant engagement
Effective functioning of tenancy processes
5. KEY COMPETENCIES
Specialist Skills and Knowledge
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Demonstrated expertise and knowledge of:
o Stakeholder engagement
o Forecasting and strategic planning
o Communication and presentation at high levels
Management Skills
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Ability to plan, prioritise and organise work on an individual and team basis, within a set
timetable and in an environment of change and conflicting demands
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Ability to efficiently document, control, process and distribute information
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Ability to prepare presentations, proposals and reports
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Ability to solve problems through discussion, negotiation and teamwork
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Ability to represent the Foundation at meetings
Interpersonal Skills
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Proven capacity to liaise effectively within a team environment and network with a range of
stakeholders and communities of interest.
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Well developed problem solving skills
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Highly developed oral and written communication skills
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Ability to work independently and within a team
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Commitment to supporting an integrated team approach
6. QUALIFICATIONS AND EXPERIENCE
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Previous experience in managing large number of tenancies.
Knowledge of leasing administration
Experience in an arts organisation (preferable)
Abbotsford Convent Foundation
Position Description: Tenancy Manager
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7. KEY SELECTION CRITERIA
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Demonstrated experience in managing large and diverse mix of tenancies
Excellent presentation and negotiation skills
Excellent verbal and written communication skills
Excellent interpersonal skills, including the ability to work with a wide range of people from
diverse backgrounds.
Demonstrated experience in communications; particularly in the Arts sector (preferable)
Excellent organisational skills and the ability to meet tight deadlines
The capacity to work and think flexibly
Demonstrated experience with Microsoft Office suite of products
Willingness to be ‘hands on’
The ACF is an equal opportunity employer
Abbotsford Convent Foundation
Position Description: Tenancy Manager
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