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The Operations Manager is a senior role and is the direct reporting line for all junior or middle managers. The role is to ensure the overall smooth running of the estate, its standards, the welfare, recruitment and training of all staff, maintaining a safe and pleasant environment for our customers, monitoring of Health & Safety systems and compliance, and the promotion of best practice within the soft and hard service provision throughout.
Financial understanding of service charge budgets and budget setting is essential as well as ensuring all budgets come in under spent annually. Working alongside the Service Partner appointed to run the Technical Services and understanding life cycle assets would also be desirable.
A strong operational business background is vital as is the ability to translate strategic objectives into success on the ground.
Ultimately this person should be a hands-on, go-getting individual who can combine strategic planning with exceptional delivery on the ground.
Operations
- Minimising the liability risk exposure of the managing agent and client .
- Maintaining the estate to the highest standard at all times. Walk the public areas on a regular basis throughout the day checking on cleanliness, maintenance, landscaping etc. and ensuring reporting managers do same.
- Ensuring that all fabric, plant and machinery are fully maintained and all statutory elements remain compliant
- Ensure compliance with all statutory requirements and codes of practice, health and safety requirements.
- All health and safety details of any visiting contractors are available on site, that the permit to work system, RAMS etc are adhered to.
- Collate and check all routine invoices and approve within agreed limits.
- Approve purchase orders for non-routine expenditure.
- Ensure Tenant Handbooks remain updated, liaise with tenants to ensure compliance with regards to shop fascia lighting, shop front cleanliness, refuse management, key holders.
- Check tenants’ and void units on a regular basis having regard for state of repair.
- Supervise service contracts and maintaining up-to-date records of all work carried out by outside contractors.
- Attend all management meetings and other meetings as requested.
Safety & Security
- Ensure that the day-to-day running of the estate is carried out compliantly, effectively and efficiently, that the personnel working for the centre are discharging their duties and provide assistance where necessary.
- Keep service areas in a clean, tidy and secure condition and control vehicular traffic in these areas.
- Ensure all accidents and near misses are recorded and serious incidents that occur.
- Attend all serious incidents within the centre as per the Crisis Management plan.
- Maintain overall control of the security operations, paying particular regards to incident response and customer care.
- Liaise with tenants and the Police in all matters of security affecting the estate, tenants, public safety and security.
- Ensure that all insurance risk control requirements and, where appropriate, recommendations, are undertaken.
- Control and monitor the keys to the estate.
Financial:
- Assist the site lead and others in setting the service charge budget annually
- To monitor monthly the P&L of the budget and to support your reporting lines to meet / underspend budget
- To innovate and find solutions in order to make savings and efficiencies year on year.
Enquiries
- Deal with enquiries by telephone, personal visits from tenants, contractors, the public, or whoever may have reason to make contact.
Public Relations
- Establishing and developing good relations and partnerships with various authorities and local agencies, notably:-
- Local authority
- Police
- Fire brigade
- Public transport providers
Promotions
- Ensure that all promotional activities are carried out with due care and attention to the health safety and welfare of staff customers and occupiers.
Marketing & PR
- Assist the marketing & PR activities of the estate as and when required.
Staff
- Working with all onsite management staff and contractors towards achievement of their goals.
- Identifying and implementing training and development programs and pursuing suitable training solutions.
Ensure that both in house staff and contractors are smart and well presented at all times.
Experience
Essential
- Operational experience at managerial level
- Experience in the provision of maintenance services to a busy environment visited by members of the public.
- Experience in Management of security, cleaning and maintenance staff.
- Experience in setting up and administration of detailed record keeping systems.
- Financial management / budget setting
- Able to work on own initiative and meet tight deadlines.
- Excellent communication skills.
- Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of a retail environment.
- NEBOSH Health & Safety qualifications.
Desirable.
- Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.
- First Aid qualifications.
- Previous experience in crisis management / serious incident management.
Jackson Sims Recruitment, specialists in Real Estate, covering Block & Estate Management, Property Management, AST, PRS, Build to Rent (BTR), Facilities Management, Concierge and Financial & Accounting Services, operating in London and throughout the UK. Should you be a candidate or client working in Real Estate, we have a multitude of recruitment services that can be tailored to you.
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