Job Description Summary The purpose of this position is to provide leadership and management for the operations and aesthetics of an urban retail center in Philadelphia, PA.
This is a full-time management position, with a focus on facility operations, financial management, risk management, center aesthetic, customer experience, and vendor management. Responsibilities include overseeing the day-to-day facilities operations of an urban Shopping Center property and affiliated business units including budgeting (operational and capital), expense control, tenant construction, project management and preventative maintenance program management.
Essential Functions and Responsibilities
Manage all aspects of the aesthetic of the mall and maintain ownership standards.
Coordinate with Reciprocal Easement Agreement (REA) partners when appropriate.
Utilize the Building Engines, Honest Building, Goby, and other software platforms to efficiently manage the operations of the center. Responsible for the integrity of information in these systems and databases, and ensuring these tools are fully utilized.
Control expenses including negotiating contracts, authorizing expenditures, and reviewing monthly profit and loss statements.
Responsible for minimizing the utility utilization at the center level, including electricity, natural gas, water, sewer, and other externally-provided resources which are critical to the operation of the center
Implement operational capital projects according to approved budget amounts and schedule.
Compile, submit, approve, close, and report on the center’s operational capital budget items.
Assist with operating budget reforecasting & preparation of the annual operational & capital budgets.
Undertake financial analysis of operating costs and expenses to identify cost savings, efficiencies, and economies of scale to reduce spending.
Manage results-oriented contract services, including bids, negotiation, renewals, payment, supervision, and termination. All bids to be always conducted in compliance with company guidelines and with the utmost integrity.
Manage the on-site building and tenant construction / services and coordination working with corporate tenant coordinators, contractors, and city building departments to complete construction on schedule and according to approved plans.
Work closely with the adjacent office tower’s operations and engineering team.
Supervise and oversee the janitorial, engineering, and maintenance functions, including walk-throughs, meetings, and work orders.
Manage the on-site waste management and recycling program and the center-level relationship with the company’s waste management partner.
Coordinate with onsite logistics manager as it relates to loading dock access/deliveries and screening
Maintain a responsive open-line of communication with the tenants, including handling tenant complaints and operational considerations.
Inspect the interior/exterior of the building daily and follow up on any deficiencies noted.
Maintain all fire and life safety systems according to local code
Maintain liaison with various city departments on building and safety issues. Resolves municipal issues in a timely manner.
Attend weekly staff meetings.
Provide regular monthly reviews of center incident reports and trends and implements appropriate programs to minimize incidents of risks within the responsible center.
Ensure center compliance with all safety programs.
Assist with emergency planning and response in coordination with other key members of the center-level management team.
Manage and oversee any on-site equipment or asset inventory.
Attend required training classes and programs, as appropriate.
Other duties as assigned.
A. or B.S. degree or equivalent experience.
Not less than 7-10 years’ prior facilities or operations management experience, preferably in a complex retail/commercial/hospitality setting.
Excellent communication skills - verbal and written.
Knowledge/experience with central plant operations preferred.
Excellent interpersonal skills, ability to manage customer, staff, contractor, governmental, retailer and REA relationships.
Ability to manage, monitor and develop subordinates to ensure the smooth operation of the center.
Ability to read and interpret blueprints and lease plans.
Must be able to cope with shifting priorities, difficult situations and deadlines.
Must be able to respond to the property 7 days a week, 24 hours a day to handle emergencies.
Must be highly organized.
Professional Designations from BOMA-Institute, Institute for Facilities Management (IFM), Institute for Real Estate Management (IREM) or ICSC are desirable.
Computer proficiency with Excel, Word, Outlook, and PowerPoint.
Familiarity and experience with performance-based contracting, including preparation of the RFP and bid package, bid analysis and involvement in contract negotiations.
Familiarity and experience managing union trade’s workers service providers.
Familiarity and experience with computer-based work order systems, Building Engines preferred.
Familiarity and comfort with automated building systems, EMS (“Energy Management Systems”) and other enterprise software systems.
Poline Associates is an international executive search firm specializing in the shopping center industry.We serve property owners, developers, retailers and service providers who are seeking remarkable talent and work to align them with candidates who are eager for new growth opportunities. Since 1979, our team has been connecting companies and candidates with a commitment to integrity and client satisfaction—making us the industry’s most trusted leader in recruitment.