Assistant Operations Manager - The Turing Building, Stratford Management · Turing Building in Stratford-upon-Avon

Purpose of the Role

The Turing Building, located at 3 Westfield Avenue, Stratford, comprises 350,000 sq ft of newly constructed accommodation and redefines what businesses have come to expect from the workplace.

Immersed in learning, creativity, and nature, it provides occupiers with a seriously smart space.

Whether it is the Grade A work environment, the Level 21 occupier hub, flexible configurations of workspace or the biodiverse roof terrace with incredible views of the city, every inch of the building prides itself on sustainable design & amenity.

We are seeking to recruit a dynamic and experienced Assistant Operations Manager who will work closely with the Operations Manager and property management team, our client, and the wider community.

An influencer who is able clearly communicate the vision for the Turing Building, including the values, culture, and behaviours.

The role will be to represent and be the public face of the building to our community, working in partnership with Stratford Cross.

To have a clear vision for place and our role in conducting the principles of the brand long into the future.

Ensuring brand integrity is the core to the Turing Building along with delivering a high-quality operational management service to the occupiers.

Be responsible for the delivery of all administrative tasks associated with Turing Building including filing, document storage, minute taking and compiling reports.

To act as deputy and be the first point of contact for the Turing Building team and occupiers when the Operations manager is absent.

Focus and motivate the onsite team to deliver the best experience in one of the premium UK office developments, in line with Savills 5 Es (Expect, Evolve, Engage, Experience and Environment) and RISE methodology.

• Management & Leadership
• Drive Turing Building vision and values ensuring that they are fully integrated into all the property services.
• Ensure a self-motivated and can-do attitude is promoted within the property team
• Ensure a methodical, measured approach is promoted and encouraged throughout the team when resolving issues
• Support the Operations Manager in maintaining the highest standards of service delivery encompassing innovation, sustainability and customer focus.
• Support new people joining the team receive designated training and site inductions,
• Service Partner Management
• Ensure all building key service commitments related to the building are completed in line with company policy.
• Develop and maintain a professional working relationship with all service partners.

Join monthly KPI meetings with service partners, encouraging open discissions with the services partners on performance in an honest and professional way and underperformance is discussed and managed using the Savills process.

• Support the Operations manager with pro-actively procuring, following the company tender guidelines where required, building and contracted services.
• Have a basic understanding of the key technical, building, fabric, specialist stakeholders and supply chain to ensure faults or conflicts can be escalated and resolved in a timely manner
• Escort contractors, insurance inspections, auditors where appropriate
• Compliance
• Good awareness of the property Health & Safety Policy ensuring it is communicated to all team members and building users effectively.
• Responsible for updating compliance documents, ensuring upcoming compliance inspections/audits are scheduled and documentation is collated and prepared for audits and risk assessment ahead of meeting.
• Support the Operations Manager to maintain 100% SEMs compliance
• Ensure that Health & Safety, emergency procedures and safe working practices are maintained and are areas of concern raised to Operations Manager
• Ensure checks conducted by suppliers or services partners are reviewed and uploaded to relevant systems
• Ensure every incident and accident is fully recorded, reported (including to insurers) and investigated and any remedial measures diligently attended to, Operations Manager to be informed throughout
• Ensure completion of accident forms and upload records and related evidence to the Portal and insurance company notifications in accordance with Savills policy
• Work with the Operations Manager and technical team to achieve full compliance with statutory legislation and ensure all records are fully maintained and available for inspection
• ESG
• Actively engage in ESG initiatives and drive the adoption of policies and procedures
• Lead on submitting data for client H&S platform Enablon such as monthly hours
• Attend client quarterly ESG meeting and present ESG Data tracker and action plan
• Support the Operations Manager to ensure the sustainability ESG agenda is fully embraced with the team and that they are fully aware of the drivers for change.
• Promote ESG initiatives with occupiers and service partners
• Work with the Operations Manager to support events and community programmes; creating an annual planner in consultation with building users using the occupier management platform and occupier questionnaires.
• Ensure ESG initiatives are the foundation of our operational delivery.
• Work within Savills RISE methodology, adopt Savills core principles of service delivery aligning with Turing Building vision and values.
• Financial
• Assist with Budget Preparation: Support the Operations Manager in preparing annual budgets by collating cost from Service partners.
• Invoice Processing: Review, code, and process supplier invoices for payment.
• Assist with creating annual service partner contract and purchase orders
• Relationships
• Develop and maintain a professional understanding and working relationship with appropriate occupier representative and all key stakeholders.

Become the main point of contact when the Operations Manager is unavailable or absent.

• Assist the Operations Manager with frequent and open communication and flow of information on relevant building issues to occupiers and key stakeholders.
• Attend occupier meetings ensuring minutes and notes are documented to a high standard and actions are completed within a timely manner.
• Communications
• Lead in developing relationships with our customers, external stakeholders, clients, and the wider Stratford Cross team.
• Lead in managing communications with all occupiers and customers, to include but not be limited to:
• Customer relationship practices
• Online/digital media
• Social media
• Enhance the Turing Building app and contribute to the website and social media presence for end users, to include but not be limited to:
• App functionality and content include monthly campaigns with regular events, polls, news and interactions, drafting and uploading regular content to the app, from tenant deals and events to planned maintenance.
• Website and social media feeds
• Innovative engagement with users

The above is not an exhaustive list of duties, and you will be expected to perform different tasks as necessitated by your changing role.

Skills, Knowledge and Experience

• A warm, welcoming, confident and friendly personality who has commercial, creative and operational ability to engage with and influence our customers,
• Strong administrative skills specifically excel
• Excellent communications skills at all levels.
• Understanding of ESG in the property management environment and how to integrate within the Turing Building
• Self-motivated, able to work on own initiative and customer focused.
• Very much a team player and not a silo operator.
• A drive and enthusiasm for continuous improvement.
• A passion for the property sector and community-building.
• Experience supervising contractors and service providers.
• Prior experience in a commercial property management & a customer-facing role.
• Qualification of IOSH desirable but not essential.
• Experience with budget management.
• Working Hours - 08:30 - 17:00 - Core Hours
• Salary - Up to £50,000
• #LI-DNI

Please see our Benefits Booklet for more information.

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