Who We Are
OTR Group comprises of over 1000 retail, convenience, and quick service restaurants – including brands such as Reddy Express (formerly known as Coles Express), Smokemart and Giftbox, and in South Australia, Krispy Kreme, Hungry Jacks, Oporto, Guzman and Gomez and many others. OTR Group is part of the Viva Energy Australia Group – an ASX‐listed company helping Australians reach their destination by refining, importing, and distributing energy products while building a safe and sustainable energy future for all Australians. With Viva Energy Australia's national footprint and OTR's history of industry‐leading innovation, there has never been a more exciting time to join the OTR Group as we set out to redefine the retail landscape in Australia.
The Role
Reporting to the Head of Property, this role supports the Property team by managing all lease documentation, tenancy data, and critical dates. As the single system owner for lease administration, you will ensure accuracy, compliance, and seamless coordination across leasing activities.
You Will Provide
* Prepare new offers, renewals, and complete lease execution packs.
* Review draft leases and ensure documentation meets internal requirements.
* Manage bank guarantees, insurance registers, and expiring documentation.
* Maintain lease systems and databases with accurate tenancy data and critical dates.
* Produce tenancy reports, lease expiry schedules, rent reviews, and On's/Off's updates.
* Coordinate leasing documentation and data queries, supporting the APM as required.
* Process invoices, POs, legal fees, fit‐out documentation, and signage payments.
* Liaise with external managing agents and maintain all property files, plans, and drawings.
* Assist with leasing collateral, signage coordination, and improving document processes.
* Provide general administration support to the Leasing Team.
What We Offer
* Join a high‐performing team within a leading Australian retail organisation recognised for innovation and progressive thinking.
* Be part of a transformative growth journey, with genuine opportunities to build your career as the business continues to evolve nationally.
* Access to extensive health and wellbeing benefits, including discounted private health insurance, fitness memberships, and everyday lifestyle savings for you and your family.
* Access to exclusive staff benefits via our OTR App.
* Access to our free and confidential Employee Assistance Program (EAP).
About You
* Experience in lease administration, property coordination, or commercial real estate administration.
* Strong organisational skills with exceptional attention to detail and accuracy in documentation.
* Proficient in lease management systems, Microsoft Office, and database management.
* Strong communication and stakeholder management skills.
* Ability to manage competing priorities and meet tight deadlines.
* Understanding of commercial leasing concepts, critical dates, and property documentation.
* Process‐driven mindset with the ability to improve systems and maintain data integrity.
We welcome applicants from diverse backgrounds including Aboriginal and Torres Strait Islander people and encourage and support diversity in our traditional and non‐traditional roles.
Please note: This role is being sourced by our internal Talent Acquisition team; therefore, we will not be accepting applications via external recruitment agencies.
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