Assistant Director, Operations

Simon Property Group•Boston, MA

3d•Onsite

About The Position

The Assistant Director, Operations will assist with the development of a 5-year capital plan to maintain and enhance property assets. This role ensures property safety systems are up to code and maintained, and conducts daily property walk-throughs to ensure physical assets are in optimal operating condition, responding rapidly to any operational issues. The position involves managing the procurement of goods and services within budget, partnering with the Operations Director to manage operating expenses, and overseeing contracted work for both capital projects and ongoing services. Responsibilities include developing scopes of work, managing RFPs, evaluating bids, developing service agreements, overseeing work, and ensuring project completion and documentation. The role also monitors cleaning services, manages preventive and predictive maintenance, and interprets engineering drawings. A key aspect is maintaining a safe environment by identifying and eliminating hazards, administering safety programs (OSHA, ADA, EPA), and working with security and local officials on fire safety and emergency response. The Assistant Director will perform condition assessments for capital planning, oversee contractors, interact with the Portfolio Director of Operations and Energy Services, and support tenants during construction. This includes coordinating with tenant coordination to ensure timely openings and assisting tenants with government and permit obstacles. The role also involves developing staff through enhanced roles and experiences, providing recognition, counseling, and completing performance reviews. Additionally, it requires resolving tenant concerns, establishing relationships with civic leaders and tenants, fulfilling Manager-on-Duty rotations, managing operations purchasing and inventory, and ensuring service agreements are current and compliant.

Requirements

Bachelor’s degree in related field
Minimum three years of experience in facility/maintenance operations
Ability to read and understand blueprints, CAD drawings and other schematics
Ability to communicate effectively both orally and in writing
Proficient in the use of computers and programs such as Microsoft Office and other programs as applicable to the property
Ability to be flexible, prioritize and manage multiple projects, as well as solve problems in a timely manner
Valid Driver’s License
Ability to lift and carry up to 50 pounds

Responsibilities

Assists with the development of a 5-year capital plan to continue to maintain and enhance the property assets and execute against projected capital plans.
Ensures property safety systems are up to code, maintained and inspected.
Conducts daily walk-through’s of the property to ensure physical assets are in best possible operating condition.
Respond rapidly to any operational issues uncovered in property inspections.
Assists in the management of procurement and application of all goods and services within annual CAM and Capital Expenditure budget.
Partners with the Operations Director to manage Property Operating expenses within or below budget levels.
Effectively manage negative financial variances to overcome or minimize loss within Property Operating budget.
Become comfortable with the work process for both capital projects and ongoing services – including developing scope of work, request for proposal, evaluating contractor submissions/bids, developing service agreements, overseeing contracted work, work inspections, assuring project is completed in accordance with terms of service agreement and required documentation is delivered prior to project close-out and/or payment.
Monitors cleaning services provided through contracts that require rigorous oversight.
Manages preventive and predictive maintenance, repair, and construction work to sustain safe and reliable operation.
Reads and interprets paper- or computer-based engineering drawings and schematic diagrams.
Works with OD and other maintenance staff members to ensure proper Preventative Maintenance and related record keeping and logs.
Maintains a safe environment and identifies and eliminates safety hazards to Mall staff, tenants and customers.
Works with security and local officials to plan and oversee a fire safety program.
Supports preparation for emergency and disaster response.
Performs Condition Assessments (either personally or with the assistance of consultants) to assist in development of long range capital plans and budgets.
Oversees contractors performing capital work.
Interacts with Portfolio Director of Operations and Energy Services.
Provide support to tenants under construction and ensure construction activities match approved plans and comply with mall criteria.
May assist tenants in overcoming Government and permit obstacles, build relationships with key Government officials.
Coordinate and communicate with tenant coordination to insure tenants opens at or before the budgeted RCD.
Develop staff members by enhancing their roles and broadening their experiences.
Give recognition for good performance and effectively counsel poor performance.
Complete performance reviews with thorough and objective feedback.
Resolve tenant lease and non-lease concerns related to facility operations.
Establish strong relationships and may frequently interact with key civic leaders (Code Officials, Fire Safety, etc.).
Maintain good relationships with tenants through frequent interaction, effective follow-through, and by participating in formalized tenant meeting to promote/discuss facility operations initiatives.
Fulfill Manager-on-Duty rotation and manage day to day activities as necessary which may include emergency situations.
Manage operations purchasing program and asset inventory.
Ensure all Services Agreements are current and compliant to the Simon Field Purchasing Policy.
Other duties as assigned.