Operations & Services Coordinator

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

Based at:Ingolstadt Village

POSITION SUMMARY:

The Operations & Services Coordinator (m/f/d) will support the operations team and deliver the department strategy and business goals. The role involves maintaining the highest standards across various department disciplines, including all soft and hard services, and providing supervision to contracted support teams. The coordinator will also 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 all 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 to demonstrate compliance with obligations for property management.
• Initiate interventions to solve problems in the Villages as early as possible.
• Plan and prepare 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.
• Ensure all brand partners comply with Village rules and regulations specifically regarding maintenance requirements, contractor access, and site rules for 3rd party access.
• Complete all required reporting and data capturing for BREEAM in-use monitoring.

General Facilities 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’ and understand the role and the requirements for all support functions per shift, including 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 to.
• Support requirements to effectively manage operations improvement projects as required to ensure works are delivered within the specified timeframes.
• Identify key stakeholders, professional team, and resources needed to lead project programmes and outcomes.
• Work within budget constraints of specific projects ensuring the budget is managed efficiently.
• Support operations director to develop strategy for investment projects.
• Identify, 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 tender projects ensuring all corporate guidelines and documents are followed and completed.

Background & Personal Attributes:

• Previous practical experience in a technical facilities management role is required.
• Experience in delivering outsourced services.
• Desirable: Qualification in Facilities management, technical trade, or related.
• Ability to understand and manage operational budgets, resources, 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 approach to tasks and attitude.
• Agile and responsive in decision-making.
• Self-motivated, innovative, and creative problem solver.
• 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.

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