Abbotsford Convent Foundation – Abbotsford VIC

The Site & Tenancy Manager will manage ACF’s tenancy portfolio, buildings, facilities, grounds and infrastructure, ensuring safe and well-maintained premises, solid occupancy and a strategic tenancy mix, sustainable revenue and compliance with relevant requirements. The role leads the Operations and Tenancy teams and takes responsibility for leasing, tenant relationships, maintenance planning, financial performance and tenancy systems.

Reporting to the CEO, the position makes operational and tenancy decisions within delegated authority and provides advice on complex or strategic matters.

Organisational Relationships

Reporting:

The position reports to the CEO and leads the Operations and Tenancy functions.

Internal and external relationships:

This role works closely with all functions of the organisation and external stakeholders

KEY RESPONSIBILITY AREAS, DUTIES AND ACCOUNTABILITIES

Site Operations, Access & Presentation

Oversee daily site operations and presentation, ensuring buildings, grounds, shared spaces and amenities are safe, accessible and well maintained.

Manage car park operations and identify opportunities to improve revenue, efficiency and amenity.

Coordinate site access and infrastructure requirements for exhibitions, programmes, events and other precinct activities.

Work with the Experience Manager and relevant teams to assess proposed activities, address operational requirements and minimise disruption to tenants and site users.

Tenancy & Property Management

Manage the tenancy portfolio to strengthen occupancy, revenue, tenant mix and long-term sustainability.

Lead EOI processes, tenant selection, occupancy planning, lease negotiations, renewals,



and rent reviews.

Manage tenancy lifecycle, including inductions, inspections, condition reports, fit-outs, make-good works and exit and bond outcomes.

Work with Finance Manager to develop a tiered tenancy pricing model.

Ensure accurate lease documentation and required approvals within delegation. Obtain legal advice on complex leases, disputes and leasing requirements.

Tenant Engagement & Communication

Build strong tenant relationships and lead tenant engagement.

Manage tenant enquiries, complaints and disputes, including complex and high-risk matters.

Lead tenant communications concerning operational changes, events, facilities and capital works.

Lead tenant surveys, meetings and consultation, ensuring feedback informs improvements and agreed actions are completed.

Lead daily tenant engagement and coordinate tenant involvement in precinct activities.

Buildings, Facilities & Grounds

Lead maintenance of buildings, tenancy spaces, venues for hire, grounds, gardens, infrastructure and equipment.

Plan preventative maintenance priorities based on safety, compliance, property condition and budgets.

Manage facilities budgets, procurement, service contracts and contractor performance within delegation.

Ensure security, utilities, cleaning and site services are reliable and cost-effective.

Ensure essential safety measures,



inspections and servicing are completed, recorded and followed up.

Asset Planning & Heritage Conservation

Develop and maintain short- and long-term plans for the maintenance, repair and replacement of buildings, infrastructure and equipment.

Identify and prioritise infrastructure and conservation needs, providing advice and recommendations to the CEO.

Contribute site and tenancy requirements to the scoping, budgeting and coordination of approved capital works, working with any appointed project manager or specialist adviser.

Identify funding and partnership opportunities for site improvements in collaboration with relevant ACF teams.

Financial Management, Compliance & Reporting

Manage tenancy and facilities budgets with Finance, monitor performance and address variances.

Approve monthly rent rolls and manage rent, outgoings, security deposits, arrears and payment arrangements within delegation.

Ensure compliance with legislation, leases and ACF requirements, seeking specialist advice as needed.

Oversee site safety, emergency preparedness, training and contractor inductions. Coordinate risk assessments and escalation across shared activities.

Ensure accurate tenancy records and systems are maintained.

Report to the CEO and Board on financial performance, maintenance, compliance and risks, recommending action where required.

Lead Operations and Tenancy teams, setting priorities and managing performance, development and staffing coverage.

Manage day-to-day tenancy matters with support of Tenancy team and implement process improvements.

Contribute to organisational planning and elevate significant risks

📌 Site & Tenancy Manager (Australia)
🏢 Abbotsford Convent Foundation
📍 Australia