DUTIES AND RESPONSIBILITIES
• Develop, administer and monitor a risk management programme to assist in the prevention and reduction of claims, losses, and insurance litigation activity and maintain a library of risk management policies and procedures in order to minimise the liability risk exposure of the Owner, and ensuring all risk management procedures are performed continually.
• Maintain P&L responsibility over operational cost centres, labour and utilities.
• Ensure all orders/ payment authorisations are approved by Senior Operation Manager and General Manager/ Deputy General Manager.
• Support and implement all risk management guidelines for fire safety and safety regarding operations, including the proper storage of chemicals, paints etc
• Assist Senior Operation Manager to supervise the Human Resources in the department to attract, retain and motivate team members, hire, train, develop, empower, coach and counsel, conduct performance reviews, resolve problems, providing open communication vehicles, all the while building the capability of both the department and its individual staff members.
• Perform special projects and other responsibilities as assigned.
• Attend and report at weekly Departmental Head Meetings in the absence of Senior Operations Manager, participating as a member of the Crescent Mall’s emergency control organisation.
• Investigate complaints by colleagues, tenants and/or shoppers and ensure that quality standards and service are maintained at all times.
• Attend all training sessions and / or meetings as directed
• Support established policies and procedures while communicating and coordinating operational concerns with the Senior Operation Manager, and in the Senior Operations Manager’s s absence, the Landlord.
• Liaise with the Centre’s retailers re operational matters
• Assist in the assembling & dismantling of promotional displays, and assist in promotional activities.
• Be aware of and implement if appropriate, industry and technological advances which would assist in reducing the running costs of the various operational activities, without detriment to the stakeholders of The Crescent Mall
• Ensure all contractors satisfy the insurance requirements as required under the Landlord’s Public Liability Policy
• Assist the Centre Manager in the control/co-ordination of tenancy fitout procedures
• Supervise staff members and contractors and direct them to accomplish the operational functions of The Crescent Mall. To this end, the Deputy Operations Manager must understand the practices, techniques and technologies required in the work the staff members and contractors are performing or monitoring.
• Be alert for any action, incident or equipment failure that may or may not contribute to public negligence or accident that could cause liability to the Centre, its owners and managers
• Develop, implement and manage energy conservation programmes for The Crescent Mall in association with the Chief Engineer to minimize expenses, being alert to any wastage of electricity, water or other service or utility which results in excess or additional expenses for the Crescent Mall.
• Investigate and report on accidents/incidences on the property and carry out remedial work to prevent similar occurrences.
• Develop, recommend, implement and manage the departments budget capital expenditure plan, with forecasts and objectives consistent with maintaining an international standard shopping centre, further assisting in the preparation and development of the Annual Crescent Mall Business Plan
• Ensure the Centre’s various operational systems and equipment, surface finishes and surrounds are correctly maintained to the various manufacturers’ and suppliers’ specifications
• Supervise cleaning staff to maintain the standards required by Savills and the Landlord - this duty includes daily inspections of all areas, weekly inspections with the on-site cleaning supervisor and cleaning contractor’s representative and ensuring appropriate rectification action is taken in areas where the required standards are not met.
• Participate and steer the Crescent Mall Safety Committee
• Responsible for the overall smooth and efficient operational management of the Crescent Mall, ensuring comfort and safety of all stakeholders.
• Deputy Operations Manager shall play the role of Senior Operation Manager and assume duties in his/her absence in all activities relating to Operation Department& any Operations matters of Crescent mall.
• Ensure Uniform Fitting for staff members
• Assist in the assembling & dismantling of promotional displays, and assist in promotional activities.
• Suggest the Senior Operations Manager and General Manager on all matters relating to potential improvements to the operations.
• Keep up to date with the Operational Maintenance Program and the Operational Schedules which must be inserted in the monthly report
• Be security conscious at all times whilst working in the centre, car parks and surrounds with a view to reducing the incidents of unacceptable behaviour by persons in the centre ie vandalism, loitering, motorbike theft etc
• Maintain all records pertaining to the operations of the Crescent Mall, ensuring such documentation is maintained to the satisfaction of both any regulatory body, and the Landlord of The Crescent Mall.
• Maintain full responsibility for ordering, coding and tracking of departmental expenditure, ensuring proper delivery, receipt and secure storage of all ordered items, developing and enforcing procedures to ensure the security of all items.
• Be available via mobile phone at all times, (24-7) and be available to return to the Crescent Mall in an emergency situation (therefore reliable transportation is required)
• Ensure all operations undertaken in the centre conform with both all relevant regulations and any other relevant legislative requirement applicable to those tasks, and also conform to the specifications as agreed between the Crescent Mall and the Contractor including Safe Work Procedures.
• Further build an effective team of external contractors, consultants and suppliers, meeting contractors and suppliers to discuss scope of, and products and materials used in operational activities.
• Assist in education/training of staff and occupants on current safety issues to ensure compliance with all laws and safety regulations. Conducting training of tenants, co-workers and staff as required
• Supervise all operational assignments to ensure the work is completed in a timely manner within budget & specification, maintaining all Crescent Mall standards and ensuring deficiencies identified are addressed
• Coordinate with other department’s counterparts to create & maintain healthy relationships, and to become aware of operational needs, delivering a timely response to internal requests.
• Liaise with all Operational Contractors, ensuring the delivery of the highest standard of service, including Cleaning, Maintenance, Security, Car Park Management and Waste Disposal, ensuring delivery within agreed timeframes and budgetary limits.
• Contribute towards maintaining the asset value of the Crescent Mall, and enhance, refine and improve its performance and operating effectiveness.
• Periodically review the Crescent Mall contracts and re-tender service agreements and contracts where appropriate.
• Prepare staff scheduling for Operational Department, forecast labour requirements.
• Develop, implement & direct all Emergency and Safety Programs in association with both the relevant installer, the fire consultant and the Chief Engineer, conducting the required inspections and drills, ensuring all relevant staff are trained, and accurate records are maintained to ensure compliance with all codes and regulations, and to ensure a safe environment is maintained which protects both The Crescent Mall and all occupants and visitors.
EMPLOYEE SPECIFICATIONS
• Ability to monitor Contractor Activity with a comprehensive understanding of the practices, techniques and technologies required in the work being performed or monitored.
• Tertiary qualifications in Facilities Management/Engineering with relevant Operations Management experience of at least 03 years working in a similar position.
• Demonstrate Team Leadership and Client Liaison experience
• Ability to recognize operational problems or potential safety hazards and act upon same immediately, troubleshooting and attending to routine operational malfunctions in Crescent Mall systems if required.
• Professional Certification as required by Regulation / Law
• Prior experience delivering board level presentations, demonstrating confidence and professionalism in dealing with high profile clients
• Wide-ranging exposure to contract management.
• Fluency in Vietnamese and English, both oral and written essential.
• Proficiency on software programmes including but not limited to Microsoft Word, Excel and PowerPoint, in addition to Building Management Systems.
• Advanced knowledge of Building Operations and Facilities Management, a sound understanding of Budgeting and Occupational Health & Safety required.
• Ability to react quickly in emergency situations and make decisions which may involve the safety of others or a significant amount of money.
