Centre & Operations Manager (The Square Shopping Centre)

POSITION PURPOSE Responsible for planning, organising, and directing the activities of the Centre. Oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality and follow the procurement policy. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel. Ensuring that all Broll online data is loaded and maintained on a day to day basis as well as compliance with the prescribed ISO procedures.

ESSENTIAL FUNCTIONS AND BASIC DUTIES 1. Strategic Planning, Policies and Centre Management • Support Senior Management in developing short- and long-term goals, business plans, operational policies and procedures, and long-term budget projections. • Implement approved operational plans and periodically review policies and procedures to improve efficiency and compliance. • Monitor market activity, tenant movements, vacancies, new developments, competing landlord strategies, market rentals and tenant mix, and recommend appropriate actions. • Attend relevant industry meetings and functions and maintain the Centre’s building standards and grading. • Investigate and motivate refurbishments, maintain hands-on control of approved projects, and manage space planning for current and future requirements.

2. Operations, Facilities and Maintenance • Manage the day-to-day operation of the Centre, including tenant complaints, cleaning, electrical, plumbing, air-conditioning, general maintenance, parking and emergency call-outs. • Conduct regular facility inspections, identify operational needs and implement improvements. • Develop, schedule and control preventative maintenance programmes within budget, including a five-year maintenance plan and appropriate provisions or depreciation allowances. • Coordinate repairs, refurbishments, major works and tenant installations; attend site meetings, monitor progress and ensure premises are properly completed and accepted. • Ensure buildings, grounds, equipment and work areas are clean, secure, well maintained and in good repair. • Inspect and enforce tenant maintenance obligations during and at the end of lease terms. • Manage parking operations and maintain accurate control of in-house parkades where applicable.

3. Security, Occupational Health and Safety • Identify security threats and develop security action plans, systems, procedures, emergency plans and preparedness programmes. • Determine security equipment requirements, inspect security systems and implement improvements. • Plan security staffing, manage guards on duty, monitor the Centre and respond to emergencies and incidents. • Maintain security information networks and liaise with tenants, SAPS and relevant local authorities. • Promote security and safety awareness among staff, tenants and shoppers, and train maintenance and security personnel in occupational health and safety. • Ensure compliance with the Occupational Health and Safety Act and other statutory requirements, complete regular inspections and reports, and communicate security incidents to management.

4. Financial Planning, Reporting and Cost Control • Prepare annual and five-year budgets, forecasts and building expenditure schedules, and conduct quarterly reviews and variance analysis. • Provide accurate and timely client information, monthly financial statements, management reports, income and expense analysis, and operational, foot-traffic and security reports. • Set and motivate capital expenditure and tenant-installation philosophies and specifications, recommend capital requirements, and ensure compliance with approved procedures. • Estimate and calculate operating and utility costs, charge them to tenants as permitted by lease terms, and monitor municipal and other recoveries. • Check and authorise invoices, accounts, maintenance orders, municipal payments and relevant wage or salary allocations, and resolve billing discrepancies promptly. • Manage arrears and credit control, coordinate with debtors and leasing teams, liaise with attorneys where required, and motivate legal action or write-offs for approval. • Monitor turnover rentals and tenant trading performance to identify growth opportunities or trading difficulties.

5. Procurement, Contractors and External Stakeholders • Coordinate maintenance contractors, suppliers, vendors and professional service providers, and ensure external services support Centre operations effectively. • Research and appoint suitable service providers in accordance with procurement policy, quality, price, delivery and budget requirements. • Issue tender documents, manage service and maintenance agreements, and monitor contractor cost-effectiveness and performance. • Maintain productive relationships with vendors, contractors, trade professionals, government bodies and other external contacts, and promote a positive image of the Company.

6. Leasing, Tenant Relations and Public Relations • Manage tenant correspondence, operational queries, complaints and ongoing tenant relationships. • Recommend letting mandates, rental levels and installation costs; negotiate and control new leases; renew existing leases within mandate; and maintain accurate lease records. • Ensure vacant premises are presentable and marketed, and oversee new-tenant design, professional coordination, contractor work and handover. • Coordinate Centre promotions, merchant associations, marketing funds and advertising materials, and support initiatives that attract customers to the Centre. • Maintain sound public relations and encourage tenants to improve their services.

7. People Management • Provide leadership through objective setting, delegation, communication and regular team meetings. • Assign and coordinate personnel, direct daily operations and maintain appropriate staffing levels. • Identify and implement training programmes, conduct performance appraisals, provide measurable feedback and take corrective action where required. • Interview, appoint and allocate personnel as necessary.

8. Systems, Compliance and Other Duties • Ensure Centre operations comply with approved policies, procedures, regulations, codes, procurement requirements and prescribed ISO procedures. • Ensure all required Broll online data is accurately loaded and maintained daily. • Keep Senior Management informed of significant activities, risks and problems. • Complete special projects and other related duties as assigned.

PERFORMANCE MEASUREMENTS 1. Good communication and coordination exists with departments. Assistance is provided as needed. 2. Procurement policy is fully complied with. 3. Senior Management is appropriately informed of area activities and of any significant problems. 4. Operations personnel are well trained, effective, and efficient. Appropriate supervision and assistance are provided. 5. Company facilities are well maintained and secure and meet the needs of the Company. 6. Centre or Property operations are efficiently and cost effectively administered. 7. Current and future Centre or Property needs are well planned and budgets are established and maintained. 8. Effective business relations exist with vendors, contractors, and trade professionals. 9. Ensuring that all Broll online Data is loaded and maintained on a day to day basis as well as compliance with the prescribed ISO procedures.

EDUCATION/CERTIFICATION: Matric. Additional related maintenance and Centre management training preferred.

REQUIRED KNOWLEDGE: Excellent understanding of Centre or Property management procedures. Knowledge of budgeting, service contracts, and leasing agreements.

EXPER