Operations & Services Coordinator

Title: Operations & Services Coordinator (m/f/d)

Based at: Ingolstadt Village

POSITION SUMMARY: 

The Operations & Services Coordinator (m/f/d) to support the operations team and deliver the department strategy and business goals. Will work to maintain the highest standards across a multitude of department disciplines including all soft and hard services. Will provide supervision to contracted support teams. To support all value retail teams with operational guidance when required.

Key Responsibilities

Supervise outsourced Service Contracts

• Support the outsourced facilities maintenance activities on site, working with the contracted service partner to deliver service obligations for technical, fabric, and compliance maintenance
• Ensure that all defined services are completed in accordance with all standard operating procedures, statutory requirements and within al Health and Safety guidelines
• Ensure building regulation guidelines are followed for planned maintenance requirements for property management and asset protection
• Ensure maintenance teams and personnel have appropriate training, knowledge and tools to be successful and safe in performing their duties
• Monitor and manage client portals and auditing systems in order to demonstrate compliance with obligations for property management
• Initiating interventions to solve problems in the Villages as early as possible
• Planning and preparing necessary Facilities Management Programmes based on key documents such as structural condition surveys, ongoing maintenance programme progress, and agreed key remedial priorities
• Manage the efficient operations of the annual maintenance plans ensuring good communication and planning of tasks, review with operations director and arrange tasks
• Manage contracted services for performance, strategic fit for client including the delivery of KPI and SLA
• Identify, Promote, recommend and develop innovations for continuous improvement in order to achieve operational excellence in maintaining property assets
• Support the Health and Safety requirements within service contracts
• Review regularly the maintenance contract to ensure delivery of the required contract obligations  
• Ensuring all brand partners comply with Village rules and regulations specifically with regards to maintenance requirements, contractor access and site rules for 3rd party access
• Complete all required reporting and data capturing for BREEAM in use monitoring

General Facilitates Management ( Soft Services )

• Manage the general operations of the Village as ‘Duty Shift leader’ when required as per the operations rota.
• Assume the daily duties of the ‘Shift leader’ understand the role and the requirements for all support functions per shift to include. Security, housekeeping, maintenance, landscaping and general works scheduled for the day.
• Support the team to build strategies for all areas of total facilities management
• Support the preparations of OPEX budget and reforecasts
• Be present at the Village, on a rota basis including early mornings and late finishes as required from Monday through to Saturday (hours to be determined)
• Support and understand the business continuity plans for emergencies and crisis management
• Follow and develop standard operating procedures for the operation and services department
• Ensure all company policies and guidelines are adhered too

Operations improvement/development projects

• Support requirements to effectively manage operations improvement projects as required to ensure works are delivered within the specified timeframes
• Identify key stakeholders, professional team, resources needed to led project programmes and outcomes
• Work within budget constraints of specific projects ensuing the budget is managed efficiently
• Support operations director to develop strategy for investment projects
• Identity, promote and recommend through skills and experience and based on asset condition investment considerations
• Ensure all correct statutory H&S requirements are in place for all projects
• Manage 3rd parties on site before and during projects
• Support to tender projects ensuing all cooperate guidelines and documents are followed and completed

Background & Personal Attributes :

• Previous practical experience in a technical facilities management role is required
• Experience in delivering out sourced services
• Desirable: Qualification in Facilities management, technical trade or related
• Ability to understand and manage operational budgets, resource and constraints
• Strong leadership skills with the ability to motivate and develop front line teams, challenge and positively influence their input on site
• High guest/customer centric in approach to tasks and attitude
• Agile and responsive in decision making
• Self-motivated, innovative and creative problem solver
• Have excellent interpersonal and influencing skills
• Ability to establish positive solid relationships with all key stakeholders both internal and external
• Fluent in German and English, any other languages are beneficial