Job Purpose
To provide operational and administrative support to the Operations Manager, who has day-to-day responsibility for the operation of Edmonton Green Shopping Centre.
To be a point of contact for all on-site occupiers within the scheme to improve and maintain effective relationships with tenants. To engage with and work collaboratively with the key stakeholders, including tenants, marketing consultants, on-site residents, and the local community groups.
Key Objectives
- Assist the Operations Manager in the effective management and operation of the centre, to be a go-to person for all tenants and contractors on the ground. Undertake several daily site walks to ensure compliance and operational excellence.
- Support the Operations Manager to ensure full statutory compliance is consistently achieved.
- Coordinate Retailer activities, tenant liaison, local stakeholder communication, administration management, including invoicing, mall promotions, and Car Park income.
- Supporting the monitoring and management of budgets to ensure costs, quality standards, and efficiencies are achieved to target.
Key Accountabilities
- To cover reception duties as and when required.
- Liaison with contractors and tenants to update on outstanding issues.
- Coordinate maintenance visits between contractors/tenants.
- Attend tenant units and carry out H&S checks/meter readings as required.
- Coordinate diaries and meeting timetables as required.
- Attend meetings as necessary and produce meeting agenda and minutes as required.
- Take responsibility for record keeping as directed by the Operations Manager.
- Foster positive working relationships with all tenants and aid wherever necessary to resolve problems, answer queries, and achieve high levels of customer satisfaction.
- Respond to all customer correspondence in a timely and efficient manner. Ensure that all situations are given the necessary degree of attention and immediacy to ensure positive retrieval or rectification of the problem or incident.
- To act as Duty Manager on one Saturday per month as required.
- Updating of all insurance claims tracker, updating the Operations manager on a weekly basis.
- Undertake daily morning site walk to ensure compliance, using H&S management tools to assist (Riskwise/Overc)
- Ensure all required RAMS & PLI are obtained from relevant contractors for the Operations Manager to raise a Permit to Work.
- Provide monthly meter readings and take ownership for uploading to Etainabl and the AP Recharges Utilities team
- To take responsible care for the health & safety of oneself and other persons who might be affected by acts or omissions at work.
- To familiarise yourself with Ashdown Phillips health, safety, welfare, fire, and environmental arrangements, to co-operate with Ashdown Phillips in so far as is necessary to enable Ashdown Phillips to always comply fully with its legal duties regarding health, safety, environmental, and welfare matters.
- Additional responsibilities – To assist the letting agents and other professionals/representatives appointed or representing the Client / Owner or Managing Agents in the execution of their transactions/tasks. This may include, amongst others, providing plans, communicating data, co-ordinating the site visits, entertaining prospective tenants, providing data including pedestrian footfall, and undertaking any other reasonable tasks deemed necessary by Ashdown Phillips or the Clients / Owners from time to time and as required to achieve the investment objectives of the Shopping Centre.
Person Specification
Key areas of knowledge, skills, and experience.
- Previous Shopping Centre or facilities management in either retail or mixed-use environment is a bonus, but not essential.
- Experience in administration tasks, self-motivation, with good attention to detail
- Willingness to adopt a flexible approach to working patterns to respond to the changing needs of the Centre.
- Excellent customer service skills with a friendly persona and the ability to work as a team.
- Good working knowledge of MS Office, in particular Microsoft Word and Excel, to a competent level within an office environment.
- Can do attitude, with the ability to see a task through to completion.
