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ROLE DESCRIPTION
Title:
Code:
Operations Administrator
TBA
Role Holder (if currently filled):
Role archetype
Haze
Not Applicable
Division/Department
Grade/Level
Shopping Malls – Property Management – Mall Operations
Administrator
Reporting to
Location
Manager/Senior Manager – Operations
UAE
Managing/Leading (if applicable):
Date of last revision
TBA
28-Feb-2018
Role Purpose:
The position is mainly responsible for effective coordination and administration of daily operational tasks / activities concerning to Centre maintenance and up keep, supporting redevelopment projects and Centre presentability in the assigned Centre ensuring high level of operational support is provided to Mall Management and tenants in a timely manner.
Role Details – Key Responsibilities and Accountabilities:
- Attend to tenant queries in the assigned Centre on stock taking, visual merchandising, delivery of materials, store maintenance and minor store renovation works. Forward to security control the Management approval / permission to conduct required works in the store.
- Coordinate with the concerned SMBU departments for the issues to be resolved i.e. mall defects, rectification work, fire & safety, security, maintenance, cleanliness and other Centre issues raised by the Senior / Manager Operations on their daily inspection / walk-about.
- Assist the Senior / Manager Operations in reducing operating cost and ensure that the total operating expenses in the assigned Centre should remain within the budget.
- Ensure that all Capex and planned maintenance programs for the assigned Centre are executed on a timely basis and in accordance with the agreed plan to keep the highest operating standards.
- Carry out the tendering process for all redevelopment jobs assigned to be carried out by operations team.
- Issue letters / notifications in advance to tenants for all redevelopment related access to tenancies, shutdowns and temporary closure of certain areas of the Centre.
- Secure tenants’ approval for off-mall hours’/night access works to enable Engineering Department’s maintenance works on regular basis and maintain updated individual record/files on tenant’s fit-out, projects, contractor’s/suppliers costs, lease outline drawings (LODs) etc.
- Prepare the yearly contracts directly handled by Operations and having them ratified by legal and finance for their execution in addition to the follow up with Finance Department on payment of invoices and refunds.
- Collect all relevant feedback from the various Operating departments of SMBU and prepare the monthly Operation Input for Asset Management Report.
- Provide all relevant information and documentation during the Operations Audit process. Ensure finding of the Audit process is implemented within the agreed timeline.
- Collect the CAR form and fit-out insurance payment from tenants and forward to SMBU Finance.
- Obtain comparative cost for small works in the assigned Centre as per established procedure and prepare PAR for approval.
- Prepare and update the assigned Centre fact sheet on a periodic basis and circulate the same within the team members for information and necessary action.
- Provide all necessary data / reports on a periodic basis pertaining to Centre operations to the Senior / Manager Operations for review, resolution of issues and prompt decision making.
- Ensure compliance with the MAFP SMBU’s Code of Conduct, Departmental policies and HC Policies and Procedures at all times.
- Be the advocate and ambassador of aligning and cascading the MAFP values across SMBU and ensure that it is adhered to and exhibit the same all the time.
Disclaimer: This role description reflects the general details considered necessary to describe the principal responsibilities of the role identified and shall not be construed as an exhaustive description of all the work requirements inherent to success in the role.
Definition of Success
TBA
Other Context (if applicable):
TBA
Functional/Technical Competencies
TBA
Personal Characteristics and Required Background:
Minimum Qualifications/education
- Bachelor’s degree in Business Administration or equivalent.
Minimum experience
- Minimum 2 – 4 years’ work experience in reporting, processing of POs / invoicing and payments and maintaining budgets and Centre administration preferably in a reputed Retail / Large Shopping Centers in GCC or abroad.
