Property Services Coordinator

Property Services Coordinator

ABOUT THE UNITING CHURCH IN AUSTRALIA

Our purpose: Serving the Church to make a Jesus shaped difference in the world. We achieve this through growing healthy congregations developing vital leadership and engaging with the community in a transformative way.

Our values: Integrity, Respect, Collaboration and Compassion Founded in 1977 from Congregational, Methodist, and Presbyterian traditions, the Uniting Church in Australia (UCA) is among the nation's largest Christian organisations. State-based Synods operate under the National Assembly.

The Synod of NSW and the ACT supports congregations across the state, 12 Presbyteries, nine schools, and Parish Missions. It has three boards: Uniting, the Synod Board, and Treasury and Investment Services. Synod Mission Services acts as the ministerial, mission and shared services support group for the Synod of NSW and the ACT. The Synod Mission Services provides:

• Pastoral and advisory support, and strategic leadership for mission and ministry.

• Supports education, theological training, leadership development and leadership.

• Managing financial, IT, property, risk, HR, governance, and communications functions.

We foster an inclusive, values-driven culture focused on our values. Working with us means joining a

movement committed to meaningful change.

ABOUT THE ROLE

The Property Services Coordinator sits within the Property Services Team and reports to the Manager, Property Services. The role provides governance administration, systems and administrative support to the Property Services team. Main responsibilities includer coordinating the administration of the Property Trust and maintaining the systems, information and documentation that underpin the delivery of Property Services. Working collaboratively with the Property Services team the Property Services Coordinator also focuses on continued business improvement initiatives, research and project support.

KEY RESPONSIBILITIES

This role will take responsibility for the following areas:

Property Trust Administration & Governance

• Coordinate the administration of the Property Trust, including scheduling meetings, preparing agendas and meeting papers, attending meetings, taking minutes, recording resolutions and monitoring action items;
• Maintain the Property Trust registers and ensure records are accurate, current and compliant with governance requirements;
• Coordinate the execution of legal and governance documentation by the Property Trust;
• Liaise with both internal and external stakeholders, to facilitate governance processes and document execution;
• Support the continuous improvement of Property Trust administration processes, with guidance from the Manager, Property Services.

Property Systems, Data & Information Management

• Administer, maintain and champion the Property Services SharePoint environment, ensuring documents are stored consistently and comply with established naming conventions and document management processes;
• Maintain the Property Database by updating property information, ensuring data integrity and supporting reporting requirements.
• Support the implementation, testing, administration and ongoing maintenance of the Property Database;
• Identify opportunities for improvement and assist with implementing and coordinating system enhancements, user testing, troubleshooting and identifying opportunities to improve systems and data quality.
• Provide support to the Property Services team in relation to property systems, databases an information management;
• Develop, maintain and update Property Services procedures, templates, forms, user guides, manual and other operational documentation, with support and guidance from the Manager, Property Services for both the Property Services Team and Presbyteries and Congregations;
• Coordinate the review and maintenance of Property Services webpages, ensuring information forms, guidance material and resources remain accurate, current and aligned with approved policies and procedures;
• Assist in the creation and administration of learning materials, including LMS modules, training resources and user guides for Property Services, with support and guidance from the Manager, Property Services;
• Support business improvement initiatives and system enhancement projects as directed.

Property Research & Project Support

• Undertake property research, data analysis and information gathering for projects and strategic initiatives as directed;
• Prepare system reports, dashboards, and property-related data, briefing notes and projec documentation as required;
• Additional other duties as required.

KEY RELATIONSHIPS

INTERNAL

• Property Services Team

• Chief Operating Officer

• Property Trust Members

• Colleagues and staff of Synod Mission Services, Treasury and Investment Services and Uniting

Financial Services and entities engaged on SLA

EXTERNAL

• External legal providers

• External consultants

• Presbyteries & Congregations

• Representatives of other Synod entities such as Schools and Missions

KEY CAPABILITIES

• Min 2 years’ work experience in an administrative, systems admin/coordinator, or lease administrator role;

• Experience with one or more property systems will be highly regarded;

• Excellent interpersonal skills, with the ability to build positive relationships with key stakeholders;

• Demonstrated experience in database entry and data analysis;

• Demonstrated understanding of the Property industry including transactions, assets and contract management

• Attention to detail with strong analytical ability;

• Ability to work autonomously as well as within a close team environment;

• Excellent time management and organisational skills;

• Proven capacity to build and grow partnerships and work collaboratively with others?

• Excellent oral and written communication skills

• Great analytical thinking, problem solving and decision-making skills with the ability to research, monitor and synthesise complex information, identify risks and develop mitigation strategies to produce results;

• Successful in managing competing priorities, with the ability to work under pressure and meet deadlines;

• Demonstrated ability to maintain confidentiality of written materials, information and issues associated with the NSW/ACT Synod;

• Advanced computer literacy skills;

• A preparedness to work within the polity and ethos of the Uniting Church in Australia; and

• Having a genuine willingness to embrace challenges as they arise and to work flexibly in support of the overall key objectives of Synod Mission Services