Assistant Operations Manager

Role purposeThe key purpose of the Assistant Operations Manager is to provide comprehensive support to the Operations Manager and the entire team, ensuring the seamless functioning of all operational elements within the centre.
This role is pivotal in maintaining and upholding the highest standards of safety, compliance, cleanliness, emergency preparedness, and operational efficiency.
The Assistant Operations Manager is dedicated to fostering a professional and welcoming environment for staff, contractors, retailers, and customers.
This role involves supporting the daily activities related to the centre's presentation, including maintenance and security, while building and maintaining strong stakeholder relationships.
Additionally, the Assistant Operations Manager is responsible for assisting the team in enhancing the overall customer experience through effective budget management and cost optimization.
This role also ensures strict adherence to local regulations and safety standards, collaborating with various teams to achieve the centre's operational goals and objectives.Key AccountabilitiesAdministration Responsibility Support operational contracts and ensure that optimum value is realised for expenditure.Maintain quality contract documentation by conducting monthly KPI's with action plans and rectification where items are not achieved.Report and participate in contract renewal activities as opportunities arise when required.Responsible for managing maintenance logs for all centre works as required.Operational Management Support the Operations Manager in the day-to-day management of suppliers and their contracts, including but not limited to, security, cleaning, HVAC, vertical transport, etc.Ensure safety of asset occupants through the centre emergency management procedures including operating all emergency management equipment and activation of emergency action plans.Support the presentation of the building to the highest possible standard.Support the awareness and understanding of the centre's risk register and any associated risk treatment plan for high and medium risks with the team.Support the National Capital delivery teams to help deliver improved presentation standards through targeted capital and operating expenditure budgets programs, where applicable.Support the Operations Manager in delivering capital projects where required.Support the achievement of annual essential safety measures obligations and certification, including the full function fire test program.Support the centre contribution to the implementation of Environment Social and Governance initiatives at the centre's by identifying opportunities for energy conservation and sustainability improvements, aiming to achieve energy and resource reduction targets set.Assist with the investigation of the regulator as instructed when HS&E issues arise and escalate through the business appropriately.Retailer & Stakeholder Management Support the Operations Manager in the ability respond to retailer feedback on operational issues identified.Support the growth of positive relationships with internal and external key stakeholders (including contractors, emergency services, local council and internal staff) that impact the performance of the department.Key Role RelationshipsRetailers: Maintain strong communication and collaboration with retail managers to ensure the team are addressing the tenants' operational needs, resolve issues, and ensure a positive shopping experience.National Operations: Attend meetings scheduled by the National Operations management team to stay informed of upcoming tenders, new contractor information, capital updates, etc.Major Contractors: Support in fostering strong relationships with major contractors including cleaning, security, fire, HVAC, VT in order to optimise team performance and ensure efficient coordination, ultimately maximising output.Local & Emergency Services: Support in establishing effective relationships with local emergency services (police, fire, ambulance) with formal monthly meetings held with Local Area Commander (LAC) from police.
Establish key relationship with local council to ensure strong support in the event of emergencies.Tenant Delivery Team: Coordinate with the tenancy delivery team to facilitate the onboarding of new tenants, manage works, and address any tenant-related issues or concerns as directed by the people leader.Experience & CapabilitiesESSENTIAL EXPERIENCE (what you have done)A developing leader with a track record of achieving positive outcomes through others.Experienced in a role in the operations field that includes exposure to retail and mixed-use assets with some contribution to managing a budget.Experience managing complex building services with cleaning and security contracts.Demonstrate an ability to deliver allocated projects on time and budget.Exposure to a risk register and appropriate documentation for H&SE audits.Demonstrated support to the building and the centre's Annual Safety Measures Certification as instructed by the Operations Manager.Demonstrated understanding of warden responsibilities and confident with managing emergency situations.Support maximising building efficiency and manage a sustainability program to minimise utility usage.CRITICAL KNOWLEDGE (what you need to know)Clear understanding of contractor management through the issue of permits and general compliance.Demonstrate an ability to forecast and plan and execute a project budget (excel) within allocated timeframes.Understands the basics on how build a short-term expenditure plan that considers; risk, lifecycle and customer experience as instructed by Operations Manager.Demonstrated proficiency in MS office.Demonstrate an understanding of a planned and ad-hoc maintenance program for plant and equipment.Demonstrated ability to identify critical stakeholder relationships with internal and external key stakeholders (including contractors, emergency services, local council and internal staff) that impact the performance of the department.Demonstrated understanding of administrative duties as required including writing performance and management reports.
Including assistance administering Vision, Strategy & Action Plans, forecasts and budgets as needed.CAPABILITIES (what you can do)Bring skills to assist with Strategic in approach and able to identify and deliver initiatives that achieve best in industry outcomes.Demonstrate the practical support to the Operations Manager to motivate, develop, and recognise people to ensure they achieve the best results in their current role as well as providing learning opportunities to progress their career.Demonstrated instances of delivering projects on time, within budget and in compliance with key handover dates as delegated by the Operations Manager.Demonstrate an interest to maintain industry-based knowledge to stay abreast of technical and operational information and opportunities.Have an eye for detail and don't accept standards less than best in class.Understand and show respect for the diversity of the Vicinity community.Support the team in creating an environment where people feel confident and supported to be themselves.Strive to build robust, effective and mutually beneficial relationships that better outcomes and culture.Understand the needs of others and support the delivery of operational outcomes as required.Develop an understanding of the cross functional needs of teams and consider these when making decisions with a view to achieve balanced and mutually beneficial results.Assist to communicate successful initiatives are shared across the portfolio.PERSONAL ATTRIBUTES (who you are)You consistently demonstrate and role model the behaviours that bring the Vicinity values to life: Respect: We listen to and acknowledge each other's views We have difficult conversations with care Integrity: We back our words with the right actionsWe do the right thing, no matter the situation Customer Focus: We nurture a genuine connection with our customers We consider customer needs when making decisions Collaboration: We invite the right people to the table We balance consensus with decisive actions Excellence: We always strive to improveWe share our challenges and celebrate the winsWhy Vicinity?
Our benefits program focuses on creating an awesome place to work in which our people are rewarded and recognised.
This includes:Flexible working options Birthday leave & purchased additional leave$1,000 worth of VCX securities rewarded for eligible team membersInternal mentoring programGenerous Parental Leave