Purpose of the Role

Operations Management Support for Deputy Centre Manager / Site is required based on Client’s on-site management expectations; continuity of contract performance; H&S compliance; additional Car Park Management.

The role will suit existing Facilities Assistants and Centre Administrators looking for career development. Working alongside an experienced Deputy Centre Manager, fully supported by Associate Director for Property Management; and Client.

Key Responsibilities

1. Working under the direction of, and to provide support to the Deputy Centre Manager; and maintain the efficient day to day running of the shopping centre and car park, including all aspects of Operations and Facilities Management and supervision of the services provided by security, cleaning and maintenance; and to provide a safe, clean, secure and friendly environment.
2. Attendance at all service providers and contractor meetings; and ensure Management reporting for all service contracts.
3. Ensure the delivery of the Centre’s maintenance, security, cleaning, Health & Safety (H&S) and service charge provision to the performance standards required and within the cost budgets permitted by the Client.
4. Absolute compliance of all Fire, H&S and Environmental statutory requirements and the managing agent’s best practice procedures and systems.
5. Day to day management of the contracted service teams, through their managers.
6. Develop and maintain positive relationships with tenants and contractors. To act as “front of house” contact for visitors and contractors to site.
7. To undertake duties on agreed weekends, Bank Holidays and late-night trading as necessary.
8. Deputising for the Deputy Centre Manager in times of absence and to assist in the carrying out of his duties where possible.
9. Working closely with the Deputy Centre Manager in the management of budget expenditure, reconciliation and budget setting.
10. Liaising with the Centre Director, Associate Director for Retail Property Management or Asset Manager as appropriate.
11. Have supporting management and control of the internal finance systems.
12. Monitor all expenditure against set budgets providing weekly position updates flagging any concerns with the Deputy Centre Manager and Associate Director for Retail Management or Asset Manager.
13. Present monthly reports including financial information to the Centre Director for inclusion in the Client’s Monthly Management Updates, Quarterly Report, Annual Report, and Budget monitoring report.
14. Support the Deputy Centre Manager in the monthly, quarterly and annual service charge and car park reconciliation.
15. Be a point of contact for any financial queries.
16. Setting up of any new suppliers on the system.
17. Assist in any procurement of contracts by providing full data information; and oversee with the Deputy Centre Manager the introduction and monitoring of contracts in terms of performance.
18. Supporting the management of and reporting of all Commercialisation and Car Park Income streams as per best practice.
19. Support all aspects of the building services and fabric, maintenance and repair including all contracted maintenance, cleaning and security services and Health & Safety and Environmental policy, ordering and authorisation of equipment to ensure optimum and cost-effective maintenance of the Centre.
20. As necessary, support the delivery of all Centre facility and contractor management via best practice.
21. Ensure that all insurer’s requirements and statutory testing requirements are complied with.
22. Carry out first responder duties to all site accident and incidences as necessary. To include best practise and legal reporting responsibilities.
23. Prepare and deliver operational reports as required.
24. Carry out regular inspections of the Centre, checking on the general state of repair and presentation, and identify breaches of Centre regulations, implementing remedial action where necessary.
25. Assist the Deputy Centre Manager in the development of and compliance with the Centre’s emergency planning and business resumption plan, reviewing and updating as necessary to ensure optimum effectiveness and assist in the communicating of these and training for tenants.
26. Assist the Deputy Centre Manager in the co-ordination of routine fire and emergency evacuations, assessing effectiveness and implementing improvements as necessary.
27. Ensure the Tenants’ Handbook is updated and issued as required.
28. Ensure The Contractor Shop Fit Guide is kept up to date and,issued as required.
29. Liaise with all new tenants and oversee the provision of Health and Safety and operational induction during shop fit period and/or within the first week of their arrival.
30. Ensure compliance with the managing agent’s Working Practices Manual where applicable.
31. Assist all parties in the delivery of operationally sound strip outs as necessary.
32. Continue to deliver office management functions to a high standard.
33. Provide support and assistance where appropriate for events and social media.
34. Liaise with owner’s representatives when required.
35. Any other duties reasonably requested by the Deputy Centre Manager

Compliance

1. Ensure all the contractors’ staff are aware of H&S procedures and are compliant with appropriate regulations.
2. Assist the Deputy Centre Manager in overseeing all aspects of Centre Health & Safety in accordance with the managing agent’s management systems and procedures ensuring the safety of all shoppers, employees, contractors and tenants.
3. Assist the Deputy Centre Manager in ensuring the centre complies with the managing agent’s policy on energy procurement, sustainability and environmental management.
4. Assist in ensuring that utility costs are managed effectively without compromising the quality of service provided to the centre’s shoppers, visitors or retailers.
5. Supervise the activities of tenants’ and landlord’s contractors to ensure compliance with Fire Regulations, Health & Safety and centre rules and regulations.
6. With the Deputy Centre Manager, review the work performance of contractors to ensure standards are met, reporting to the managing agent’s Procurement team any failures to provide required standards of performance.

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation.

Skills, Knowledge and Experience

Essential

1. H&S focused with responsibility for managing H&S. Experienced in using a BMS, Data Station, eLogbooks, or similar system preferred.
2. Excellent administrative and IT skills (Word, Excel, Outlook and PowerPoint).
3. Excellent numeracy skills with at least 2 years’ experience setting and managing budgets, meeting deadlines and working within financial limits.
4. Strong customer relations skills, and ability to work and integrate in an established team.
5. Ability to work effectively with staff, tenants, service providers and contractors.
6. Strong organisational skills – ability to prioritise workload; work to deadlines; and multi task.
7. Ability to be a team player but work on own initiative and with an eye for detail.
8. Be a good written and verbal communicator with good interpersonal skills.
9. Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information.
10. Ability to manage contractor relationships to ensure obligations are met and a high level of service is received.
11. Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of a retail environment.
12. Self motivated, able to work on own initiative.
13. Excellent communications skills, both orally and in writing.
14. Excellent time management skills with ability to respond to client/contract deadlines

Desirable

1. IOSH/NEBOSH qualified or working towards.
2. Minimum 2 years’ experience in a retail or shopping centre support/management function.
3. Knowledge of retail, leisure or shopping centre operations preferred.
4. Experience of working in a customer facing environment. Confidence and preparedness to represent the Centre in the absence of the Deputy Centre Manager.
5. Be able to demonstrate a sound understanding of commercial business management.

The candidate attributes detailed above are considered to be non essential although training will be provided on more technical aspects of the role.

Working Hours - 9am to 5:30pm Monday to Friday, occasional Saturday with day in lieu.

12 month FTC

Salary - Up to £30k