This person supports Operations Manager by organising maintenance, managing budgets and paperwork, communicating with shop tenants, and helping to keep the building safe and well-maintained.
The role combines administration, operations, and customer service, ensuring a positive experience for visitors, tenants, and staff.
Main Responsibilities
Operational Support
* Record maintenance requests and track progress through the site’s reporting system.
* Contact contractors to arrange repairs and ensure they provide service records when work is completed.
* Carry out regular checks of tenant spaces to make sure safety and maintenance standards are being met.
* Help manage emergency plans, including fire evacuations and incident response.
* Prepare work permits for contractors and maintain up-to-date keyholder and access information.
* Assist with tenants moving in or out, ensuring all forms and systems are correctly updated.
* Work closely with engineers, contractors, cleaning, and security staff to make sure everything runs smoothly.
* Keep the centre’s emergency plans and safety documents current and easily accessible.
Financial and Administrative Management
* Raise and track purchase orders and monitor spending against agreed budgets.
* Support budget planning and year-end financial reviews.
* Check invoices to confirm that work has been done correctly before they are approved for payment.
* Compile monthly reports on energy use, spending, and other operational costs.
* Keep accurate and well-organised records, including insurance, compliance certificates, and contracts.
* Ensure all licences and safety documents are valid and properly stored.
Tenant and Retail Liaison
* Build and maintain good working relationships with shop tenants and local stakeholders.
* Collect and report monthly sales and other performance information from tenants.
* Keep tenants informed using the Centre communication system and ensure all notices are up to date.
* Coordinate charity collections, mall displays, and community events held in the Centre.
* Organise and report on tenant feedback surveys and share results with the management team.
* Support local marketing, events, and income-generating opportunities within the Centre.
Skills and Experience Required
* Excellent organisational and administrative skills with strong attention to detail.
* Confident communicator with the ability to build positive relationships.
* Comfortable working in a busy, fast-changing environment.
* Good computer skills, including Microsoft Word, Excel, and Outlook.
* Awareness of health and safety standards (formal training is an advantage).
* Experience managing budgets or financial records is desirable.
* Self-motivated, proactive, and able to manage multiple tasks effectively.
* Previous experience in a facilities, operations, or shopping centre environment is helpful but not essential
Salary description
£28000.00 - £35000.00 per year