The Property Portfolio Coordinator role involves ensuring the efficient functioning of the portfolio, enhancing the overall customer experience, and fostering positive landlord and subtenant relationships.

The Property Portfolio Coordinator will also play a vital role in supporting the business’s broader property strategy as it pertains to expanding the overall store network nationally.

Key Responsibilities:

Property Management & Lease Administration:

• Assist with the management of a national retail property portfolio across multiple jurisdictions.
• Support the Head of Property with day-to-day portfolio management activities and strategic property initiatives.
• Maintain accurate lease records, critical dates, rent schedules, and property documentation.
• Assist in the administration of lease renewals, market reviews, options, relocations, assignments, and surrenders.
• Review lease obligations and ensure compliance with key commercial and operational requirements.
• Coordinate landlord communications and assist in resolving tenancy and operational matters.
• Assist with preparation and reconciliation of property budgets, occupancy costs, and outgoings.
• Monitor and code invoices, rent payments, recoveries, and other property-related expenses.
• Review and reconcile outgoings budget estimates and annual rent review charges against individual leases
• Assist with preparation of internal reporting, portfolio summaries, and property presentations.

Subtenant Management:

• Act as a key point of contact for subtenants across the portfolio.
• Assist in managing sublease documentation, approvals, onboarding, and compliance requirements.
• Coordinate operational and tenancy matters relating to subtenants.
• Monitor subtenant obligations and ensure compliance with lease and operational requirements.
• Management of subtenant arrears and recovery process to ensure monthly arrears meet any relevant KPIs
• Facilitate issuance of monthly subtenant invoices for payment of rent and other charges, having regard to the due dates for payments under the lease or licence
• Build positive working relationships with subtenants to support successful long-term occupancy outcomes

Stakeholder Coordination:

• Liaise with landlords, centre management, legal representatives, contractors, and internal business units.
• Coordinate maintenance, compliance, and property-related operational matters as required.
• Work collaboratively with Finance, Operations, Store Development, and Legal teams to support portfolio outcomes.
• Support the delivery of projects, store openings, closures, relocations, and refurbishments where required.

Systems & Reporting:

• Maintain accurate property data and reporting systems.
• Assist with lease abstraction and database management.
• Experience using Lease Eagle is highly regarded, though not essential.
• Contribute to process improvements and efficiencies within the Property function

Team Engagement:

• Foster a collaborative and positive work environment that promotes excellence and professionalism

Key Competencies:

Essential

• Previous experience within the commercial property sector.
• Experience in a Property Administration or Assistant Property Management role.
• Strong administrative, organisational, and time management skills.
• High attention to detail with strong analytical and problem-solving capability.
• Ability to manage competing priorities in a fast-paced environment.
• Strong verbal and written communication skills.
• Proficiency across Microsoft Office Suite, particularly Excel.
• Ability to work autonomously while also contributing positively within a team environment.

Highly Regarded

• Experience within the retail property sector.
• Exposure to managing retail leases and tenancy matters.
• Experience with Lease Eagle or similar lease management systems.
• Experience managing subtenants or sublease arrangements.

Personal Attributes:

We are looking for someone who is:

• A proactive self-starter who takes initiative and ownership.
• Career-driven and genuinely passionate about commercial property.
• Commercially astute with strong business acumen.
• Energetic, adaptable, and solutions-focused.
• Confident communicating with stakeholders at all levels.
• A smart, motivated go-getter who enjoys working in a dynamic environment.
• Resilient and capable of navigating change and competing priorities.