Operations Coordinator

2 weeks ago

West Sussex, United Kingdom Integral UK Full time

OBJECTIVE OF ROLE

To co-ordinate the efficient day to day running of the specified elements of operations, including providing support to the Centre Manager, and the Centre Management team. Ensuring all H&S and Environmental statutory requirements, and best practice procedures and systems are complied with.

Delivery will be in line with JLL best practice standards to ensure the highest standards of management to the Centre.

TEAM STRUCTURE

The Operations Coordinator - Retail Management role will report to and seek direction from the Centre Manager, taking guidance as appropriate, and provide support and guidance to Centre Management Team.

KEY RESPONSIBILITIES AND DELIVERABLES

  • Ensure vacant unit and new tenant documents are completed in a timely manner.
  • Compile utilities meter reads and recording and reporting of utilities.
  • Monitor and compile performance data, income, and report on systems through JLL formats as required.
  • Co-ordinate and monitor contractor works and permits. Approve permits in a timely manner, seeking advice or deferring to the Contracts or Centre Manager where required. Develop the permit system in line with operational requirements.
  • Ensure contractor works and controls are communicated to the relevant team and adhered to.
  • Monitor eLogbook's, schedule works, check paperwork and compile service records/certificates.
  • Monitor Vision calendar and maintain compliance, ensuring works are scheduled in advance.
  • Report accidents and incidents on the Vision RiskWise system and compile details as may be required to process claims.
  • Assist in the submission if insurance claims relating to incidents on site obtaining quotes and/or works at site as instructed by the insurers and loss adjusters.
  • Structure site inspections conduct checks on repairs, voids, defect records and reporting.
  • Oversee the day-to-day co-ordination of reactive works, including overseeing breakdowns/call outs and repairs, monthly maintenance visits and insurance inspections, deferring to the Centre Manager for costs for repair works and major cost items.
  • To support the Centre Manager with KPI meetings as may be required.
  • Support in the preparation for, health and safety, water, fire, environmental audits, inspections, and accreditations, in the preparation and maintain documentation.
  • Contribute to environmental & sustainability improvement initiatives.
  • Assist the Centre Manager with preparation, and complete minutes for, Health & Safety meetings. Attend, and contribute to, Health & Safety meetings.
  • Any other reasonable duties that may be required to accommodate changing business needs as required by JLL or the Centre Manager.
  • Provide support to the Management Team, including arranging meetings, producing minutes, reports and presentations where required, completing photographic schedules and general reasonable.
  • Provide support for the operational elements as required by retailers in conjunction with the Centre Manager and Site teams/HOD's.
  • Coordinate the occupier demise inspection programme.
  • Update and pursue information regarding Tenant Trackers for Tenants health and safety information (Fire, water, and asbestos Risk Assessments/5-year fixed wiring certificates/Waste Transfer notes etc). Bringing to the attention of the Operations Manager and Centre Manager if a tenant fails to respond or comply.
  • Maintain one stop shop operational contacts and details accurately up to date.
  • Fire warden/emergency incident support duties.
  • Assist in updating the tenant handbook/fit out guide.
  • Assist the Centre Manager in development, delivery, and compliance in line with the centre emergency plans.
  • Support the delivery of financial reporting through the property with the preparation of service charge budgets, monitoring and working within the perimeters of the agreed budget, understanding variance reporting and service charge reconciliation agreed accounting practices.
  • Regularly liaise with occupiers and assist with advice and guidance in connection with the day-to-day physical operation of the building.
  • To manage complaints in consultation with the Centre Manager.
  • Handle complaints, provide appropriate solutions and alternatives within time limits and follow up to ensure resolution.
  • To co-ordinate existing and new JLL systems and support with training that may be required.
  • This role will include Duty Manager support duties as may be required in the absence of the Centre Manager.
  • Any other duties that may be required by the changing business needs requested by the Centre Manager.

EXPERIENCE KNOWLEDGE & QUALIFIICATIONS

  • IOSH H&S Qualification or equivalent preferable
  • Experience of a retail environment preferable
  • Excellent Excel Skills with the ability to manipulate, prepare and deliver reports.
  • Maths and English GCSE/ O'Level or equivalent

COMPETENCIES AND ATTRIBUTES

  • Strong organisational skills – an ability to work without close supervision and prioritise.
  • The confidence to establish a dialogue with anyone internal or external to the business.
  • Strong customer relations skills and an ability to integrate with a diverse and changing environment.
  • Ability to positively interact with key stake holders.
  • Strong communication skills, both verbal and written.
  • Able to work on own initiative, self-motivated and willingness to learn.
  • Ability to multi-task in a fast-moving environment
  • Flexibility to adapt around the variable workloads.

Location:

On-site –West Sussex, GBR

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