Purpose of the Role
A proactive, action oriented manager with responsibility of the operation of multiple buildings and estate extensive landscaping and public use space at Oxford North. This high profile individual will work closely with the Estate Director. During the first few years of this role, the focus will be on mobilising the new mixed use estate and public realm, onboarding new team members, service partners and supporting occupiers through the fit out stages to steady state operation. The Operations Manager will help to deliver best in class occupier experience whilst focusing on the Client's ESG goals.
Key Responsibilities
Leadership
- To manage the onsite service partner contracts and wider management team which will grow as future phases complete.
- To deliver a best in class mixed use development.
- To promote the ‘one team' ethos within all employees at Oxford North.
- In conjunction with the Estates Director, develop strong working relationships with members of the Client team, through a regular dialogue and reporting at monthly, quarterly and any further ad hoc meetings.
- Taking ownership of the Oxford North brand, vision and values to ensure they are integrated amongst all building services.
- Champion Oxford North's ESG goals and initiatives
Operations & Service Partner Coordination
- Take all reasonable measures to ensure that occupiers remain aware of their obligations in respect of the buildings incident procedures and risk assessments and that the legitimacy of the relevant documents are not compromised.
- Ensure building staff training, development and general welfare requirements are identified and formally reviewed in accordance with company policies to include interim and annual appraisals.
- Pro-actively procure, following the company tender guidelines where required, building and estate contracted services, ensuring the requisite standards for the management and delivery of building services are upheld through regular structured monitoring and direct liaison with service providers.
- Oversee, review and monitor estate rules and regulations procedures including that all contractors are complying with permits to work.
- Regularly inspect the buildings and public realm to certify that internal and external fabric is maintained to a high standard, implementing a programme of repairs and that any reactive maintenance is carried out at the earliest opportunity.
- Ensure the completion of accident forms and upload records and related evidence to the H&S portal and notify and update the insurance company.
Stakeholder Management
- Develop and maintain professional understanding and close working relationships with occupier representatives and encourage frequent and open communication with a flow of building related information and chair the monthly occupier meetings, ensuring customer service levels, innovations and feedback is obtained, minuted and actioned.
- Engage with occupiers and the local community to understand and promote aligned ESG aspirations with those of Oxford North.
- In conjunction with the Client team and third parties, oversee the enlivenment programme within the public realm to ensure an appropriate mix of events to engage with all stakeholders including customers and occupiers. Ensuring health and safety requirements are met in delivering these events.
- Manage and deliver public realm projects whilst working with external stakeholders such as the local council, landowners, and emergency services where relevant.
Finance
- Manage the production of the annual building service charge budgets and management accounts coordinating the input of internal resources. Ensure that the service charge expenditure is closely monitored with value for money.
- Work alongside the Estate Director to manage the production of the annual estate service charge budget and management accounts coordinating the input of internal resources. Ensure that the service charge expenditure is closely monitored with value of money.
- To approve supplier invoices and ensure these are suitably processed for payment through the Savills systems.
Health, Safety and Compliance
- Ensure that health and safety to include the various risk assessments for both buildings and public realm, emergency procedures and safe working practices are established and maintained.
- Conformity to current legislation, ensuring occupier and team members are provided with a safe environment in which to conduct their core business activities.
- Confirm that all Oxford North manuals including Building Management Plans, Occupier Handbooks, Estate Management Plans, H&S and any other manuals are complied with and accurately updated
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
Experience in a mixed use commercial property environment is key.
- Performance and people management experience.
- Experience of leading and embedding Health and Safety within day to day operations.
- Experience at managerial level 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 to include landscaping
- Experience in administration of detailed record keeping systems.
- Demonstrate an understanding of service charge and RICS code compliance.
- Able to work on own initiative and meet tight deadlines.
- Excellent communication skills and ability to confidently adapt style as appropriate.
- Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of a mixed use environment.
Desirable
- Experience working on a life science estate or with life science operators
- Proven track record of public realm project experience, delivering areas of high quality
- Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.
- First Aid qualifications.
- Experience in liaising with Police, Fire and Government Enforcement office.
- Formal IOSH/NEBOSH Health & Safety qualifications.