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Purpose of the Role

To assist the Management Surveyor in the delivery of high quality management service, for the benefit of Savills Clients’ and tenants. The Retail Park Regional Facilities Manager is to take a lead role in building effective relationships with all key stakeholders and ensuring the parks are maintained to a high standard to provide a safe and pleasant environment for customers.

Key Responsibilities

Main Duties:

Tenant Relationships

• Regularly liaise with all occupiers to build strong relationships, obtain trading updates, resolve service issues and seek to find ways to help the retailer improve performance.

• A minimum of fortnightly visits to retailers is required for all Tier 1 parks whilst Tier 2 parks will have a minimum of monthly visits.

• In respect of Tier 1 parks, full engagement with all store managers is essential and as part of your role an understanding of the retailers requirements needs to be understood so that proactive initiatives to assist their business can be introduced.

• Detailed trade information is required on all Tier 1 parks which is to be collated as part of your retail visits and this is to be issued monthly to Savills Research and the Management Surveyor so they can keep the Client updated. Tier 2 parks, trade information is to be collected through monthly retail visits and submitted to Savills Research and the Management Surveyor on a quarterly basis to be incorporated into the quarterly Client reports.

• Co-ordinate and facilitate regular occupier meetings and provide the occupiers and the surveyor with minutes.

• Ensure retailers and customers are kept up to date with refurbishment or major work programmes.

• Monitor tenant activity including their trade performance, alterations and changes to their occupational status including vacation of tenants, tenant alterations, signage changes and advise the Management Surveyor.

Operational

• A minimum of fortnightly inspections is required for Tier 1 parks and monthly for Tier 2 parks, although site conditions will often dictate a higher frequency and this should be considered as a minimum attendance level.

• Ensure that high site standards, in respect of cleaning, repair and presentation are achieved and maintained at all times, within property budgets.

• In the event of emergency situations, to act as first point of contact for Savills Helpdesk, attend property as soon as is possible and report back to relevant personnel whilst co-coordinating third party stakeholders to reach a speedy resolution.

• Working with the OST team, evaluate existing contractual relationships and ensure that the service provided by contractors, is in line with the agreed specification and in line with SLAs and KPIs. Ensure that any shortcomings in service delivery are dealt with swiftly.

• Ensure car park management strategies are implemented to maximize available parking for customers and this is monitored to address any changes in the retailers trading patterns.

• Oversee the planned and preventative maintenance programme, developing an appropriate strategy for the park to raise standards.

• Set and implement an appropriate environmental strategy for each park including waste and energy management.

• Prepare and implement contingency plans, to ensure adequate and suitable site attendance, including cover for holidays, training and sickness

• Ensure a customer focused ethos is embedded into the operations of the park and of the site staff

Compliance

• Ensure that the Operation Reporting System (“Dashboard”), Q Compliance and other Client systems are up to date and complete at all times.

• Ensure compliance with all legal and statutory requirements, including Health and Safety, NEBOSH or IOSH qualifications or commitment to the same is essential.

• Prepare each park for risk assessments maintaining a target compliance rating of 85%.

• Ensuring that a full set of risk assessments is held for each park and actions plans are implemented, diligently and competently at all times. In the event that the Surveyor is preventing a risk assessment from being implemented, this needs to be reported to the CRM

• Ensure all required checklists are completed and uploaded on to the Dashboard, within the appropriate time scales

• Record utility consumption, at all sites and update Dashboard accordingly.

Marketing and Commercialisation

• Support the Landlord’s marketing team and agencies as an onsite liaison and facilitator for any commercialization or marketing events.

• Keep informed of any events taking place locally which may impact on the park.

Financial

• Complete a 1st draft of the service charge budget with explanatory notes detailing your recommendations and financial requests to ensure the surveyor is aware of all operational needs for each park.

• First approver of all expenditure invoices, track spend against budget through the service charge year and advise the management surveyor of any deviations from budget (positive or negative) in early course.

• Assist the Surveyor in reviewing the 1st draft on the service charge reconciliation.

• Ensure that the Management Surveyor is kept fully informed, as to site issues at all times and to assist with the certifying of expenditure invoices if required.

Staff

• To act as a line manager for identified site management staff on your parks carrying out appraisals, managing staff day to day and addressing performance issues both good and bad.

• Manage all site personnel on a day to day basis under your leadership, monitoring performance, developing skills, addressing any performance or conduct issues and tracking workloads, by carrying out regular meetings in line with Savills policies.

• To carry out annual appraisals for all SMR staff under your leadership within the time scales given and ensure that 6 monthly reviews are completed.

Skills, Knowledge and Experience

Additional Duties

Production and co-ordination of information, in line with Savills and client requirements.

ADDITIONAL RESPONSIBILITIES

The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.

Multiple sites across the South coast (Portsmouth, Southampton, Reading, Isle of Wight)

Working Hours - 40 Hours per week

Salary - £38-40000 + Car Allowance and Discretionary bonus scheme

Please see our Benefits Booklet for more information.