Purpose of the Role

We are seeking to appoint an Operations Assistant / Apprentice to support the Operations Manager in delivering high‑quality facilities services to our occupiers. The Beacon is a 500,000 sq ft shopping centre with approximately 95 tenants.

Responsible for providing operational support to Operations Manager, whilst working closely with the on-site team along with the Asset and Property Managers, Client Accounts and Landlord team. Administration of operational service and data management on site.

Delivery will be in line with Savills best practice policies to ensure the highest standards of management to the Centre.

Dealing with day to day issues and concerns, ensuring consistency and communication is maintained and issues are addressed in an appropriate and timely way.

Working as part of the team responsible for providing service excellence across all customer facing areas of the shopping centre

Influence at a high level, leading from the front and adopting a “hands on” approach to service delivery.

· Assisting with operational initiatives across the centre in collaboration with our service partners.

· Liaising with occupier representatives and resolving issues locally wherever possible.

· Acting as a regular point of contact for occupiers, offering guidance on day‑to‑day operational matters.

· Supporting Health & Safety and environmental/sustainability activities under our ESG commitments.

· Assisting in the oversight of plant, equipment, and building management systems.

· Contributing to the delivery of minor works and improvement projects.

· Helping prepare site regulations and issuing permits to work to contractors.

· Maintaining accurate site records in accordance with best practice.

· Assisting in the development and upkeep of occupier handbooks.

· Supporting the monitoring of vacant/void units in line with the client’s insurance requirements.

Key Responsibilities

Operational

To provide operations administration on the Savills operations platforms

· Online permit portal management

· Incident reporting on Savills Data Station

· Data management on Deepki

· Monthly FM site inspection

· Deal with urgent quotation approvals on Calibre system

· Raising insurance claims on AON portal.

· Assist managing all the reports on Track Record

Administration Duties

· Manage occupancy and vacancy database

· Assist managing all the operational data on site

· Manage all Savills systems and data bases as required for of the running of the Centre

· Communicate with the contractors and suppliers

· Good customer service

· Liaise with the tenants and on-site management team

· Raise any outstanding works with Operations manager

Retailer Liaison

· To assist with retailers and new retail managers alongside the Management Team to advise on health and safety issues, emergency procedures and the Beacon Centre brand with opportunities to promote their stores within the Centre.

· To deal with any day-to-day issues that retailers have.

Insurance

· To assist for handling insurance claims paperwork and maintaining full records of claims incidents, liaising with Savills and landlord brokers as directed

· Progress any public claims letters from Solicitors to Insurers and forward Accident Investigation Pack

Customer Service

· Ensure customer comments and complaints are dealt with effectively, ensure feedback is used to constantly improve services offered

· Follow up enquiries from the info e-mail from the website with the help of Community Manager and Destination Host

Risk and Asset Management

· Perform the role of Duty Manager, supporting the on-site team, ensuring the safety and welfare of all those in the centre and protect the asset

· Promote good H&S and working practices between Retailers and the M&E team

· Assist the Operations Management Team in emergency situations, including fire and bomb incidents

Relationship Management

· Ensure the aspirations of the owners, retailers and customers are met

· Ensure effective operational communication through meetings, handovers and reporting

· Form a relationship with stakeholders and retailers

Additional Responsibilities

· Adhere to all company policies and procedures

· Undertake any other reasonably duties as required to meet the needs of the business

· Attend any training and development courses as necessary

· Take reasonable care for the H&S of yourself, colleagues and the general public who may be affected by your acts or omissions at work

Skills, Knowledge and Experience

· Strong administrative and organisational skills.

· Good communication skills, both written and verbal.

· Excellent customer service skills.

· Ability to work effectively as part of a team.

· Good attention to detail and accuracy when maintaining records and databases.

· Ability to manage multiple tasks and prioritise workload.

· IT literacy and confidence using databases, portals, and management systems.

· Problem-solving skills and ability to deal with day-to-day operational issues.

· Professional approach when liaising with tenants, contractors, suppliers, and stakeholders

Working Hours - 9am – 5.30pm

Salary - £26,500

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Please see our Benefits Booklet for more information.

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Operations Assistant Apprentice - The Beacon, Eastbourne