Operations Administrator - Queensgate Shopping Centre

Job title

Operations Administrator

Site Name and Location

Queensgate, Peterborough

Working Hours

40-hrs per week Monday to Friday

Salary

£28,000 to £30,000 subject to experience

Purpose of the Role

The Operations Administrator will report to and primary support the Facilities Manager.

Responsible for the monitoring of all IT systems, data management and the promotion of best practice throughout all tasks.

The Operations Administrator role is to assist in the overall smooth running of the centre, maintaining a safe and pleasant environment for our customers through the monitoring of the Centre’s compliance systems and the promotion of best practice, including management of occupier’s compliance.

Key Responsibilities

Operations Support

• To review processes to ensure that all aspects of production are operating as efficiently as possible.
• Responsible for ensuring that an efficient and effective back-office administration service is offered to operations.
• Ensure full understanding of escalation procedures for incidents at customer premises to meet obligations under the contract and/or legislation.
• Ensure familiarity with and availability of all equipment required for the delivery of service, especially in relation to Reporting Systems
• Ensure all centre logbooks, compliance or quality-based records and files are reviewed & kept up to date and any changes are communicated to the centre management team tracking the completion of audit tasks across the business and for the tracking of health and safety documentation. Supporting the centres health and safety and compliance management with correspondence, reporting and data input
• Assist with the assignment and management of tasks to centres sub-contractors in line with agreed SLA’s ensuring before any contractor comes to site, they are registered on the Contractor Tracker system and have submitted a valid permit for access with adequate insurance coverage and other prerequisites as required. To ensure visitors records are administered correctly.
• To be aware of the insurance claims processes. Responsible for initial notification to insurers of any potential claims, and supporting to ensure sufficient documentation is evidenced in the event of public liability and or property damage claims, maintaining a log and managing receipts of claim payments.
• To support the Facilities Manager with proactive management of landlord and retailer statutory obligations, audits (ISO / Primary Authority) and internal audit requirements, including gathering information regarding Retailer compliance documentation.
• Consult with tenants to ensure compliance with Tenants Handbook in particular with regards checking tenants’ units on a regular basis having regard for state of repair.
• Maintain Asset Register & Contract files – diarising due dates for retenders and renewals of all contract expiry dates and monitoring progress of retenders.
• Control and re-order first aid kit supplies ensuring that there are sufficient staff on site to administer first aid, as and when needed.
• Ensure that fire and health and safety regulations are adhered to in all parts of the Centre checking that regular inspections are conducted and recorded.
• Control and monitor the keys booking in/out systems to the centre.

Systems:

• Management of the Ski-data systems for the car parks and service roads, become a train the trainer on the system capabilities for operational teams.
• Responsible for operational management of all IT systems and liaison with IT VET the IT support contractor.

• Management support to the Operations team with the all operations systems including, Data Station, E-log Books, Over-C, Curiosity Visitor contract Systems, Permit to Work systems, Wi-Fi for centre, phone systems and other IT reporting infrastructure over time. Providing statistical data on request.
• To update the H&S compliance Dashboard systems on a daily / weekly basis with all relevant documentation keeping hard copies where relevant (safety inspections / certificates / property diary / Contractor information / Training and H&S)
• Ensure Footfall, Car Park and other data is updated across all platforms and data communicated to soft services managers.
• Compiling and issuing monthly reports on the performance of the shopping centre

Other:

• Admin support for Management Team where required.
• Maintain Duty manager and Emergency Procedures Files
• Attend meetings, professional seminars, or conferences to keep abreast of changes in legislative directives or new technologies impacting management operations.
• To escalate and attain necessary information as and when required should you not be familiar with a specific instruction, policy, procedure and/or any set instructions and duties.
• Able to provide ongoing input to all teams through thoughtful and detailed information.
• Attend any training and development courses as necessary.
• Any other duties as may reasonably be required from time to time.

Skills, Knowledge and Experience

Candidates are required to demonstrate the following:

Essential

• IT literate, including advanced skills in full range of Microsoft applications including Word, Excel, PowerPoint, Outlook
• Knowledge of standards and KPI monitoring
• Excellent Communication skills to ensure seamless communication with senior management, tenants, client, stakeholders.
• Excellent interpersonal and communication skills and able to effectively communicate with retailers, staff, the public and potential customer groups at all levels
• Willingness to adopt a flexible approach to working patterns in order to respond to the changing needs of a retail environment.
• Self-motivated and able to work on own initiative to meet tight deadlines, without ongoing direct supervision.
• Passionate about delivering high standards.
• Excellent attention to detail and presentation

Desirable:

• Experience in working with H&S Safety documentation – RIDDOR, RAMS etc.
• Experience of working with insurance claims and checking public lability and professional indemnity certificates

Working hours: 40-hrs per week Monday to Friday

Salary: £28,000 to £30,000 subject to experience