Assistant Operations Manager

At The Glen, we're a destination designed around the way modern Melbourne lives. Bringing together a unique food offering, elevated dining and lifestyle experiences, we create a place where people can connect, discover something new and enjoy everything they need in one vibrant destination.

Join a team focused on delivering seamless customer experiences in a destination that continues to evolve.

Role purpose

The key purpose of the Assistant Operations Manager is to provide comprehensive support to the Operations Manager and the entire team, ensuring the seamless functioning of all operational elements within the centre. This role is pivotal in maintaining and upholding the highest standards of safety, compliance, cleanliness, emergency preparedness, and operational efficiency.

The Assistant Operations Manager is dedicated to fostering a professional and welcoming environment for staff, contractors, retailers, and customers. This role involves supporting the daily activities related to the centre’s presentation, including maintenance and security, while building and maintaining strong stakeholder relationships.

Additionally, the Assistant Operations Manager is responsible for assisting the team in enhancing the overall customer experience through effective budget management and cost optimisation. This role also ensures strict adherence to local regulations and safety standards, collaborating with various teams to achieve the centre’s operational goals and objectives.

Please note this is a 12-month parental leave contract until the end of December 2027.

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.

Experience & Capabilities

ESSENTIAL EXPERIENCE

• 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

• 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

• 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.

Why Vicinity?

Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised.

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.