Overview
The Abbotsford Convent is Australia's largest multi-arts precinct and a cultural and community hub of Melbourne. The Convent precinct includes 11 historic buildings, a gallery, four cafes, a radio station, a school, and expansive gardens and open spaces. It hosts 120 tenants including visual artists, writers, designers, performers and wellbeing practitioners, and welcomes around one million visitors each year.
The Abbotsford Convent Foundation (ACF) owns and operates the precinct on behalf of the public, managing day-to-day operations, sustainability and future vision. The organisation relies on its social enterprise model and community support to keep the precinct open, activated and accessible 365 days a year.
Context
The Tenant Community & Studio Coordinator works with the Tenant Community Manager to support the Convent’s diverse tenant community, including arts and cultural organisations, artists, hospitality outlets, design professionals, creative businesses, a radio station and two onsite learning institutions including a Steiner School and an academy of music. The tenancy team handles all aspects of tenancy including selection, leasing, compliance, inductions, studio and relationship management, and tenancy engagement initiatives such as an annual pop-up shop, social activities and the St Heliers Gallery program.
Organisational Relationships
Reporting: The position reports to the Tenant Community Manager
Internal Relationships: The role works across the organisation with Governance, Operations, Accounts, Events and Venues and Programming.
External Relationships: Interfaces with existing and prospective tenants, legal consultants, auditors and other partners.
Key Responsibilities, Duties and Accountabilities
Tenant Selection, Induction and Vacating Processes
- Coordinate responses to new tenant enquiries, logging interest for later referrals and communication.
- Coordinate tenancy EOI’s, including inspections with prospective tenants and assessments.
- Coordinate tenants' web profiles and studio signage.
- Manage updates and distribution of induction material and provision of keys.
- Manage the process for exiting tenants, including inspections and bond refunds.
Administration
- Prepare and administer leases, including data entry, filing and archiving.
- Assist with upkeep of tenant handbook, portal and other tenant information.
- Update all leasing documentation, including continual improvement of contracts processes, procedures and documentation.
- Liaise with ACF legal resources to ensure compliance with the Retail Tenancies Act.
- Prepare presentations, agendas and minutes for tenancy meetings, Food & Beverage Meetings and Wellbeing meetings.
- Monitor information-sharing systems and ensure accurate storage and archiving of data.
- Coordinate and contribute content for tenant newsletters.
Studio and Tenancy Management
- Assist with responses to and resolution of requests, ensuring timely follow-up.
- Conduct condition reports as required.
- Assist with keeping the Abbotsford Convent website and directory signage up to date with respect to current information including tenant status.
- Update key registers and other system records as needed.
Reporting
- Assist with the development of system reports for quarterly and annual reporting.
- Prepare tenancy statistics as required.
- Run monthly rent roll reports.
- Manage the Salesforce tenancy and leasing database, ensuring data integrity.
Convent Tenant Engagement Activities
- Assist with the development and management of new and existing tenant engagement initiatives including the annual pop-up shop, e-commerce site, on-site gallery and tenant social activities.
Other
- Maintain safe working environments and procedures that comply with legislation and ACF OH&S; standards.
- Participate collaboratively in staff meetings, strategic planning and evaluation processes.
- Contribute to continual improvement of tenancy departmental processes.
- Undertake other duties as required.
Key Competencies
Specialist Skills and Knowledge
- Previous experience in a similar role or skill set.
- Proficiency using Salesforce or equivalent CRMs or the ability to learn.
- Ability to resolve issues by liaison, including with legal professionals.
- Strong data collection, reporting and the ability to present information to tenants/broader team as required.
- Knowledge of the Retail Tenancies Act would be highly regarded.
- Proficiency in MS Excel.
Interpersonal Skills
- Strong people skills when dealing with the team and tenant community.
- Well-developed communication skills, both written and verbal in a professional manner.
- High level of accuracy and attention to detail.
- Ability to relate to a broad range of people from varied cultures and backgrounds.
- Ability to work collaboratively.
Qualifications and Experience
Qualification in arts or commerce (e.g. Fine Arts, Arts Management, Legal Studies, Finance, Business) will be highly regarded.
1 - 2 years’ experience in a similar role in an arts, cultural or events precinct, arts studios, a commercial role in real estate, property management or similar.
Experience in contracts administration would be highly regarded.
Experience working within compliance to the Retail Leases Act would be highly regarded.
A successful track record in a similar or transferable role.
Experience applying policies and procedures to your work, such as adhering to legislative requirements pertaining to the Retail Leases Act.
A high level of personal accountability, organisational skills, attention to detail, and initiative to ensure delivery of timely and positive outcomes in a busy environment.
Demonstrated expertise and knowledge using CRMs and Salesforce and the ability to develop and improve systems and processes.
Conditions
This is a full-time, permanent role. A six-month probation applies.
This role has a salary of circa $65,000 per annum plus superannuation.
The Amusement, Events and Recreation Award (MA ) is applicable.
This role will require you to work occasional evenings, and weekends linked with ACF tenant events and programming.
Note: As the ACF evolves to meet the changing needs of our community and projects, the competencies required for this role may vary from this role statement.
Application process and contact
If you would like to discuss further regarding the role, please contact Leonie Wray (Tenancy Manager) at
What we offer
Our roles are full of opportunity, experience, and collaboration. We value all types of experience—the diversity and variety is what makes us unique.
Salary sacrificing.
Access to EAP services.
An organisation committed to Diversity and Inclusion.
A collaborative and inclusive work environment with a focus on employee well-being and professional growth.
Access to some free events on-site.
Free 24-hour car parking access
Application process
Abbotsford Convent is committed to equity and inclusion and welcomes applications from Aboriginal and/or Torres Strait Islander people, people from culturally and linguistically diverse backgrounds, people of all abilities, and people from LGBTQIA+ communities.
Applications are due by 9am Wednesday, 24 September 2025.
Please refer the information below to submit your application.
A current CV and contact details of 2 referees.
A written application (limit to 1 page or max 2 pages) addressing the KSC.
Selected candidates will be interviewed in the first week of October 2025.
Note: No applications will progress without CV and Cover Letter addressing KSC.
Note
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