Operations Administrator, Sharjah - UAE National

ROLE DESCRIPTION

Title:

Code:

Operations Administrator

TBA

Role Holder (if currently filled):

Role archetype

Individual Contributor

Division/Department

Grade/Level

Shopping Malls - Property Management - Mall Operations

Reporting to

Location

Operations Manager / Associate Manager - Operations

UAE

Managing/Leading (if applicable):

Date of last revision

TBA

‎2022

Role Purpose:

The position is mainly responsible to effectively assist to assist the Senior
Manager / Manager - Operation / Operations Exec with tenant communication,
administration and daily operation.

Role Details - Key Responsibilities and Accountabilities:

CCD Storage Units - Lease Administration
In charge of handling the process as follows:
* Sending standard offers to potential tenants to lease storage units. Record exchanges of correspondence till confirmation of storages are achieved.
* On confirmation from the tenant entering the opportunity in MRI and follow-up for approval from concerned authorities.
* Preparation of Lease Agreement and follow up with regard to payment. On receipt of signed agreement and payment, details are entered in Yardi to close the work flow. To ensure full rental cheque payment is received.
* Provide all relevant information and documentation during the Storage Audit process. Ensure finding of the Audit process is implemented within the agreed timeline.
Mall Daily Operations
* Receive and attend to tenant queries and enquiries on stock taking, visual merchandising, and delivery of materials, store maintenance and minor store renovation works. Forward to Ops Exec approval / permission to conduct required works in the store.
* Forward to the concerned parties/departments the issues to be resolved i.e. mall defects, rectification work, fire & safety, security, maintenance, cleanliness and other mall issues raised by the Operation Manager / Coordinators on their daily walk-about.
Other duties/responsibilities
* To assist Operations with tenant communication, administration (secretarial assistance) and daily operations.
* Secure tenants' approval for off-mall hours/night access works to enable Engineering Department's maintenance works on regular basis.
* Maintain and update individual record/files on tenant's fit-out, projects, contractor's/suppliers costs, lease outline drawings (LODs) etc.
* Assisting the Manager-Operations in preparation of the Capital and Operating Expenditure Budgets.
* Closely follow up on Capital and Operations budget phasing plan. Prepare an updated budget phasing follow up sheet and sent to management on a monthly basis.
* Provide all relevant information and documentation during the Operations Audit process. Ensure finding of the Audit process is implemented within the agreed timeline.
* Ensuring the P & L statement from finance is tallied with Operations statement and any variance to be checked and corrected in JDE system on a monthly basis.
* Collecting all relevant feedback from the various Operating departments and preparing the monthly Operation Input for Asset Management Report.
* While Redevelopment projects are being carried out in the mall:
* Issuance of all Hoardings, Additional Security and Additional works LPO's to redevelopment finance and follow up on the same.
* Issuing letters to tenants for all redevelopment related access to tenancies, shutdowns and temporary closure of certain areas of the mall.
* Collection of CAR form and fit-out insurance payment from tenants and forward to finance.
* Preparation of TVR and Hoarding LPO's and close follow up on the payment.
* Preparation of yearly contracts directly handled by Operations and having them ratified by legal and finance for their execution.
* Interact/follow up with Finance Department on payment of invoices and refunds.
* Obtain comparative cost for small works in the mall as per procedure and prepare PAR for approval.
* Coordinating with the member of the operations team the administration and preparation of the Capital and Operating budgets. Maintain the budget proposal file throughout the year which is used for preparation of budget for the forthcoming year.
* Preparation and update of the mall Fact Sheet on a quarterly basis and circulate it within the team members.

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.

Soft Skills Required

• Strong communication skills (verbal & written)


• 
  

  Excellent letter drafting skills

  
  


• 
  

  Excellent knowledge in MS Word, Excel, PowerPoint and Think Cell.

  
  


• 
  

  Should be expert in PowerPoint presentations.

  
  


• 
  

  Solid understanding of financial and budgeting processes.

  
  


• 
  

  Awareness of internal and external customer needs.

  
  


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  Flexible working hours.

  
  


• Right Attitude.

Personal Characteristics and Required Background:

Minimum Qualifications/education
* Bachelor's degree / Operations Management or equivalent.
* Experience in management, operations, and leadership skills.
* Is a proficient user of MS Office and MS Project - AutoCAD is an added value.
* Meticulous and detail oriented while does not lose focus of the big picture.
* Is a team player, well-tempered, capable of working under pressure and following instructions to the detail.

Minimum experience
* Minimum ‎4 - ‎6 years of work experience in similar field preferably in a reputed large shopping malls / Real Estate companies in GCC or abroad in a similar role.

Dimensions:

Financial :
* Co-ordinate with members of the operations team the administration of operations budget.
* Co-ordinate the administration of the Annual Capital Works programme and Annual Operating Works programme yearly.
* Co-ordinate operational telephone calls with over ‎300 tenants, contractors & Dubai Municipality.

Complexity:
* ‎25-‎35% of a whole day's work is being consumed by attending to numerous daily inquiries/requests from mall tenants, contractors, and suppliers, customers, and inter-departments interaction affecting works being prioritized.
* Must fully grasp and analyze details of each work's requirements to be able to organize and apply the required procedure.
* Difficulty in following up to obtain contractors' costs for submission. Level of pressure is intense due to works completion dates to achieve on a time framed manner.
* Frequent levels of disruptions due to being the main point of contact for communication, Diplomacy and courtesy to be maintained.

Signature of Role Holder:

Approved By

Head of Division/Department/Sec:

Head of Human Capital: