Workplace Concierge

We're reimagining the way Australians live, work, and play. We own and manage some of the most recognisable and loved retail destinations across Australia.

 
We’re evolving our portfolio into destinations that offer a broad selection of retail, residential, and office spaces. Through our diverse portfolio, data-led decision-making, and nationwide development pipeline, we do things differently.

We are Vicinity.

Role purpose

Key Accountabilities

Customer Service

• Provide exceptional customer service to employees and visitors, addressing inquiries and requests with professionalism and courtesy.

Concierge Services

• Welcome all guests, team members, and visitors, providing a unique and warm reception experience.
• Log all clients, visitors, and contractors into the Visitor Management System and issue access passes in accordance with VCX Security Policy.
• Handle switchboard operations and respond to general email requests.
• Manage security access, including tenancy, car parking, and end-of-trip facilities.

Meeting Room Management  

• Coordinate and schedule meetings, events, and office activities, including room bookings and catering arrangements.

Office Management

• Ensure the office environment remains clean and professionally presented.
• Conduct regular floor walks to check for maintenance and cleanliness issues, logging repairs as needed.
• Maintain utility bays, stationery cupboards, and team points, ensuring all areas are stocked and presentable.
• Oversee stationery supply management, including ordering and inventory control.
• Manage the mailroom, including incoming mail sorting and distribution.
• Allocate and manage lockers and storage areas efficiently.
• Provide AV support by triaging meeting room technology issues.
• Support agile office operations by coordinating dynamic office layouts, workstation allocation, and relocations.
• Conduct weekly audits to identify and resolve outstanding maintenance issues.
• Process invoices for expenses, company assets, and office-related services promptly.
• Implement and manage policies and technology across national and state offices.
• Act as Building Warden and First Aid Officer, ensuring safety and compliance. First aid training is provided as required. 
• Manage relationships with service providers and building management to ensure smooth office operations.
• Oversee maintenance requests and liaise with Building Management and external contractors.
• 100% on-site requirement in order to perform role.
• Identify and execute ongoing continuous improvement.

Team Member Support

• Welcome and assist new starters with office inductions, including setting up passwords and PINs.
• Provide triage IT support for PCs, mobile phones, Bluetooth devices, printers, and sign-on issues.
• Support workstation adjustments, including desks and chairs.
• Maintain strong working relationships with state-based workplace teams and team members in the national office.

Key Role Relationships

• Workplace Service Team
• National Workplace & Travel Manager
• EA’s & Team Assists 

Experience & Capabilities

ESSENTIAL EXPERIENCE (what you have done)

• Demonstrated experience in customer service or a similar role, showcasing ability to handle inquiries and resolve issues effectively.
• Proven track record in managing office resources and supplies, ensuring they are well-organised and maintained.
• Experience in coordinating and executing events or meetings, including managing logistics and details.
• Previous involvement in handling confidential information and maintaining discretion.

CRITICAL KNOWLEDGE (what you need to know)

• Knowledge of office software (e.g., Microsoft Office Suite) and basic troubleshooting for office equipment.
• Understanding of office operations and administrative procedures.
• Familiarity with best practices in customer service and office management (first aid training can provided).

CAPABILITIES (what you can do)

• Utilise organisational skills to manage multiple tasks and prioritise effectively in a fast-paced environment.
• Communicate clearly and diplomatically with employees, clients, and vendors.
• Apply problem-solving abilities to troubleshoot and resolve issues promptly.
• Adapt to changing priorities and manage office-related challenges with flexibility and efficiency.

PERSONAL ATTRIBUTES (who you are)    

You consistently demonstrate and role model the behaviours that bring the Vicinity values to life: 

Respect: 

• We listen to and acknowledge each other's views 
• We have difficult conversations with care 

Integrity: 

• We back our words with the right actions
• We do the right thing, no matter the situation 

Customer Focus: 

• We nurture a genuine connection with our customers 
• We consider customer needs when making decisions 

Collaboration: 

• We invite the right people to the table 
• We balance consensus with decisive actions 

Excellence: 

• We always strive to improve
• We share our challenges and celebrate the wins

Why Vicinity?

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

• Flexible working options 
• Birthday leave & purchased additional leave
• $1,000 worth of VCX securities rewarded for eligible team members
• Internal mentoring program
• Generous Parental Leave

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.

Our people and our Employee Advocacy Groups (Gender Balance, Cultural Diversity, Disability & Access and Pride & Allies) actively build community and provide allyship within Vicinity. If you’d like to speak to someone to understand what it’s like firsthand to work here, please reach out to our Talent Acquisition team.

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.