Operations Administrator

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.