Job Description
Job Description
Operation The role of the Operations Assistant is to provide administrative support to the
Assistant Centre Manager and the Systems and Administration Manager at the Rochdale
Business Area: Exchange Shopping Centre.
Commercial Scope
Location: Property Management Integrated Services and Employment Ltd. (Promise) is a wholly owned
Rochdale subsidiary company of Knight Frank implementing Property and Facilities Management services across a national portfolio of c600 Residential and Commercial properties. As Operations Assistant you will be working for a company that prides themselves on incredibly high levels of customer
Reporting to: service. All the people within the property management team are highly professional, enthusiastic
Shopping Centre and talented property specialists.
Manager
Knight Frank is the leading independent property consultancy in the UK offering agency and
Status: professional advice across Commercial and Residential sectors. Established in 1897, Knight Frank
Permanent now comprises a global network of over 200 offices. The Knight Frank Group has a presence across the UK in a number of property markets and offer a variety of services to their clients, which range from private investors, corporate landlords, funds and individual homeowners/buyers. Due to the vast nature of their business, the potential for career development and a lasting career with the firm is very strong.
Responsibilities
- Excellent customer service
- Compliance with all health and safety and environmental requirements in addition to the managing agent’s best practice, procedures and systems
- Assist with management of the contracted service teams, through their managers and site supervisor
- Ensure the delivery of the Centre’s maintenance, cleaning, car park, health and safety, security and service charge provision to the performance standards required and within the cost budgets permitted by the Client
- Provide administrative support to Centre Manager and Administration and Systems Manager
- Updating all Social Media Channels
- Other similar general and administrative tasks as required by the line manager.
Operational
- Ensure the Knight Frank Promise Health and Safety reporting is maintained and to take
Version 1.0 February 2023 appropriate actions as directed
Job Description
- Update and pursue information regarding Tenant Trackers for Tenants’ health and safety information (Health & Safety Risk
Assessments, Fire Risk Assessments, 5-year fixed wire testing, Waste Transfer notes etc) and chase the tenants for the relevant documentation and alert the Centre Manager when a tenant fails to comply
- Assist in the management of contractors for both directly instructed and tenants contractors. Ensure that risk and method statements are processed in accordance with site procedures
- Carry out visual checks of all reactive/planned maintenance works completed on-site and alert any possible non-compliance to the Centre Manager
- E-Log Books o Raise reactive job instructions as required by Centre Manager o Monitor the performance of contractors and where necessary update the E-Log Book Portal to effectively manage attendance on-site and check all works on completion
- Riskwise o Reporting of incidents o Uploading comments and documents as instructed to inspections, events and tasks o Generating tasks as instructed o Upload accident packs to every accident event logged on Risk Wise o Regular checks of Riskwise to ensure compliance with prompts sent when the events/inspections & actions/tasks are due for completion o Upload the daily and weekly checks and void unit checks
- Where actions and tasks can be closed on Riskwise, to do this, uploading relevant completion documentation
- Fire Warden Duties
- Dealing with contractor queries as they arise
- Liaise with the lift engineers to ensure that the monthly services are carried out and any outstanding maintenance issues are rectified and any other tasks relating to the day-to-day running of the equipment is kept up to date. Issue permits for these works as and when required
- Along with the operational team ensure that a fire inspection of retailers’ units is undertaken at least annually
General Administration
- Oversee all centre facility and contractor management specifically, building fabric planned maintenance work and re-active maintenance, mechanical and electrical works and car park maintenance
- Ensure compliance with all insurer’s requirements
- Liaise with the managing agent’s Regional Operations Manager and the relevant departments responsible for procurement and
Socially Responsible Management as required, providing relevant performance reports when required
- Prepare and deliver operational reports as required
- Answering the telephone and logging and professionally dealing with all queries and complaints
- Take notes and produce minutes of meetings as required
Operation Assistant Page 2
Job Description
- Assist the Centre Manager in the development of and compliance with the Centre’s emergency planning and business resumption plan, reviewing and updating as necessary to ensure optimum effectiveness
- Assist in ensuring the Tenants’ Handbook is updated and issued as required
- Liaise with all new tenants and oversee the provision of health and safety and operational induction during shop fit period and/or within the first weeks of their arrival
- Ensure compliance with the managing agent’s Working Practices Manual where applicable
- Oversee all accident and incident reporting, including insurance and statutory forms and procedures
- Motivate the contractors to achieve required standards via monitoring of key performance indicators
- Assist Centre Manager with the management of the planned maintenance budget and works
- Manage fabric repairs as required regarding budget controls
- Assist in the management of project works
- Assist managing agent in any shop fit plan approvals with input from Centre Manager where required
- Liaise with owners’ representatives when required
- Obtain monthly updates from retailers on their trading performance and compile a report for the client
- Update social media channels on a weekly basis
- Compile posts to support retailers and post regularly (in line with the centre’s events planner)
- Any other duties reasonably requested by the Centre Manager
Compliance
- Ensure all the contractors’ staff are aware of health and safety procedures and are compliant with appropriate regulations.
- Assist the Centre Manager in overseeing all aspects of centre health and safety in accordance with the managing agent’s management systems and procedures ensuring the safety of all shoppers, employees, contractors and tenants
- Ensure the centre complies with the managing agent’s and client’s policy on energy procurement and environmental management
- Ensure that utility costs are managed effectively without compromising the quality of service provided to the centre’s shoppers or retailers
- Ensure that all data input required to carry out the Energy Certification process on behalf of the client is provided.
- Supervise the activities of tenants and landlord’s contractors to ensure compliance with health and safety and centre rules and regulations
- With the Centre Manager, review the work performance of contractors to ensure standards are met, reporting to the managing agent’s Procurement team any failures to provide required standards of performance
- Liaise with town centre security stakeholders, ensuring that the centre participates in town centre initiatives
- Oversee the management of the centre’s CCTV and radio equipment and operations to ensure compliance with statutory regulations
- Ensure that all waste removal complies with statutory regulations
- Actively liaise with tenants to ensure that an effective tenant risk inventory is in place
Operation Assistant Page 3
Job Description
Insurance
- To be responsible for handling insurance claims paperwork and maintaining full records of claims incidents, liaising with the managing agent and landlord brokers as directed
- Inform the insurer of any sprinkler drain-down works being undertaken by the Centre and Tenants
- Process any claims letters from solicitors to insurers and forward Accident Investigation Pack
Experience & Skills Profile
Essential
- Good administrative and IT skills (Word, Excel and PowerPoint
- Strong social media skills
- Strong customer relations skills and ability to work and integrate into an already established team
- Strong organisational skills – the ability to multitask and prioritise workload
- Ability to work on own initiative, to listen and willingness to learn
- Team player – maintain close working relationships with all other employees of the business to assist in the facilitation of projects
- Ability to demonstrate utmost discretion when dealing with all sensitive and confidential information
- Results and achievement orientated to high standards
Desirable
- Experience in managing health and safety risks and managing compliance within a busy workplace
- Recognised qualifications in facilities management or technical services
- Good numeracy skills with experience monitoring expenditure against budgets, meeting deadlines and working within financial limits
Operation Assistant Page 4
Job Types: Full-time, Permanent
Salary: Up to £23,100.00 per year
Benefits:
- Company pension
- Free parking
- On-site gym
- On-site parking
- Sick pay
Schedule:
- Monday to Friday
- Weekend availability
Supplemental pay types:
Ability to commute/relocate:
- Rochdale: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (required)
Work Location: One location
Application deadline: 10/03/2023
Reference ID: Operations Assistant - Rochdale Exchange Shopping Centre