Purpose of the Role
To facilitate and manage the delivery of a high quality management service, for the benefit of BPSEM and residents.
Key Responsibilities
- Ensure that the Operation Reporting System and Health & Safety systems are up to date and complete at all times.
- Ensure compliance with all legal and statutory requirements, including S20 Consultation and compliance. IOSH qualifications or commitment to the same is essential.
- Prepare each area for risk assessment, maintaining a target compliance rating of 90% or above.
- Ensuring that a full set of risk assessments is held for each area and uploaded to the Operation Reporting System and that action plans are implemented diligently and competently at all times.
- Ensure that monthly checklists are completed and uploaded on to the Health & Safety system within the appropriate timescales.
- Inspect all properties on frequency specified by the Estate Director.
- In the event of emergency situations, act as first point of contact, attend the emergency as soon as feasible and report back to relevant personnel.
- Where required, conduct and record vacant unit inspections in line with insurance requirements.
- Ensure that high site standards, in respect of cleaning, repair and presentation are achieved and maintained at all times, within property budget constraints.
- Instruct and manage repairs and maintenance using the relevant CAFM systems.
- Source quotes for insurance claims purposes using the relevant CAFM systems.
- Responsibility for specific services and contracts as dictated by the Estate Director which may be subject to change. A full list of responsibilities will be provided.
- Evaluate existing contractual relationships under the Operations Manager remit and ensure that the service provided by contractors, is in line with the agreed specification. Ensure that any shortcomings in service delivery, are dealt with swiftly and reported back to the Estate Director and Procurement & Contract Management Team.
- Tender, procure and manage maintenance agreements in conjunction with the M&E Manager and the Procurement and Contract Management Team.
- Monitor contractor performance and quality of works conducting random spot checks, providing feedback on performance via the relevant CAFM systems.
- Monitor project works and keep the Estate Director up to date on progress and issues.
- Assist in the preparation of the annual service charge budget by completing a first draft of relevant sections with explanatory notes detailing your recommendations and financial requests to ensure the Estate Director is aware of all operational needs for each managed property.
- Raise Purchase Orders and approve expenditure invoices, if required to do so, using the relevant invoicing approval systems.
- Ensure that the Estate Director is kept fully informed as to site issues at all times and attend face to face meetings with the Operations team on a regular basis.
- Manage and liaise with all management, technical and administration staff, on strategic and operation/service delivery issues.
- Carry out ad-hoc projects as required by the Estate Director such as policy and procedure development.
Secondary Responsibilities
- Establish and implement best practice, whilst ensuring safe working practices are complied with at all times.
- Ensure appropriate, clear communication lines are established and maintained with all relevant parties, to include Onsite Operations team, head office team, accounts team, commercial occupiers, suppliers, and clients.
- Attendance at internal training courses are compulsory, as is the self identification of training needs.
- Attendance at internal meetings as required.
Able to work weekends / bank holidays on a rota arrangement.
Skills, Knowledge and Experience
Essential
- Experience in a retail / shopping centre or Mixed Use environment is key.
- 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.
- Knowledge and/ or experience managing services to an agreed budget.
- 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 mixed use environment.
Desirable
- Operational experience at supervisory / managerial level.
- Ability to use full range of Microsoft applications inc. Word, Excel, PowerPoint, Outlook.
- First Aid qualifications.
- Liaison with Police, Fire and Government Enforcement office.
- NEBOSH Health & Safety qualifications.
Working Hours - 0900 – 1730
Please see our Benefits Booklet for more information.