Manager, Facility Operations & Tenant Services - Westfield Topanga at Westfield in Canoga Park, California

Job Description:

Position Summary

This is a full-time management role with a focus on coordination and delivery of ALL tenant in-line unit and mall space activity (openings, closures and alterations), supporting the day-to-day facilities operations of the property, including the shopping center and affiliated business units, maintaining the aesthetic of the center, maintaining a consistently high customer experience, and delivering service levels appropriate for a landmark, flagship shopping and mix-use destination.

Essential Duties

• Facilities Management


• Responsible for managing the day-to-day facility operations of the property, and affiliated business units, expense control, preventative maintenance program management, managing all building components (including HVAC, plumbing, Fire/Life Safety, and electrical systems), maintaining the aesthetic of the center, and maximizing the customer experience.


• Utilize facilities operational platforms to efficiently manage the operations of the center (CMMS, BMS/EMS etc.). Responsible for the integrity of information in these systems and databases, and ensuring these tools are fully optimized.


• Supervise any on-site equipment or asset inventory.


• Project Management
  
  
  • Support local bidding, including RFP creation, bid leveling, proposed recommendations, and contract administration.
  
  
  • Responsible for the timely implementation of operational capital projects according to approved budget amounts, including the compilation, submittal, approval, closure, and reporting of the center’s operational capital budget items.
  
  
  
  


• Financial
  
  
  • Control expenses including negotiating contracts, and authorizing expenditures.
  
  
  • Support the reforecasting of the operating budget and preparation of the annual operational and capital budgets.
  
  
  • Work with Director – Facility Operations and Tenant services to reconcile utility bills, expenses, and verify against metering data.
  
  
  • Undertake financial analysis of operating costs and expenses to identify cost savings and efficiencies to reduce spending.
  
  
  
  


• Third-Party Vendor Management
  
  
  • Support performance management of contracted services (national/regional/local), including securing bids, negotiation, renewals, payment, supervision and termination, as required. All bids to be always conducted in compliance with company guidelines and with the utmost integrity.
  
  
  • Supervise the engineering, and maintenance functions, including walk-throughs, meetings and work orders.
  
  
  
  


• Safety Compliance
  
  
  • Ensure center compliance with all safety programs at the direction of Risk Management, including OSHA, EPA, and other regulatory requirements. Maintain all State and Federal required reports and safety documentation.
  
  
  • Maintain all fire and life safety systems according to local code and in a way that protects visitors, shoppers, and employees.
  
  
  • Liaise with various city departments on building and safety issues. Resolve issues in a timely manner.
  
  
  • Log and investigate center incidents and implement appropriate programs to minimize risks.
  
  
  • Attend recurring Risk Management meetings and follow up on assigned action items.
  
  
  • Assist with emergency planning and response in coordination with other key members of the center-level management team.
  
  
  
  


• Sustainability
  
  
  • Responsible for monitoring and minimizing the utility utilization at the center level, including electricity, natural gas, water, sewer, steam, and other externally provided resources which are critical to the operation of the center in a way that doesn’t compromise the other operational goals of the company.
  
  
  • Support local, regional and national initiatives in achieving URW’s Better Places 2030 goals, reducing the carbon footprint by 50%.
  
  
  • Develop and implement site-level action plans for Mobility and Biodiversity.
  
  
  • Support LEED and BREEAM In-Use certification processes for new construction and existing operations; respectively.
  
  
  
  


• Central Plant Management (For Select Locations)
  • Assist in managing this complex building component, budget and forecast the plant’s operation and execute to an appropriate return.
  
  

Landlord Construction, Retailer Construction and Support Services (supported by the Associate – Property & Client Services)

• As assigned by the Director – Facility Operations and Tenant Services:
  
  
  • Support project management success of all landlord and tenant construction project phases, achieving performance objectives, including budgets and targeted tenant store opening dates, in accordance with lease terms.
  
  
  • Support RFP creation, bid leveling, proposed recommendations, and contract administration for Architecture and Engineering services and General Contractor/ Contractor services.
  
  
  • Represent the Landlord’s interests between the tenant, tenant contractors, local union business agents as applicable, all governing inspection officials, during all phases of design and construction, ensuring the Landlord’s design and construction criteria is implemented as intended.
  
  
  • Attend recurring action/asset meetings to ensure awareness of all aspects of the shopping center, especially on issues that pertain to tenant’s design and construction, as requested.
  
  
  • Work with corporate Retail Delivery Managers, contractors, and city building departments to complete tenant build-out schedule and according to approved plans in order to expedite rent commencement dates. Conduct field inspections and meetings with tenants and building inspectors.
  
  
  • Perform detailed punch list inspections throughout the construction of each project and promptly issue draft and final written copies to the Director – Facility Operations and Tenant Services upon the completion of each project.  Ensure compliance of all close-out documentation in accordance with lease terms.
  
  
  • Create and update Existing Condition Reports for vacant spaces and outgoing tenant spaces, incorporating a schedule of remedial works and associated cost estimates, and photographic imagery, with which Leasing capital expenditure proposals can be substantiated.
  
  
  
  

General Coordination & Duties

• Management of facility employees, third-party outsourced personnel, and union involvement.


• Maintains a responsive open line of communication with tenants, including handling inquiries, operational considerations and liaise on fire and life safety system compliance.


• Coordinate onsite logistics as it relates to access/deliveries and screening.


• Supports actions from requests by operational and cross-functional departments.


• Participates in Manager-on-Duty rotation, which includes some evenings and weekends, at the direction of the General Manager.


• Conduct periodic off-hours inspections.


• Must be able to respond to the property 7 days a week, 24 hours a day to handle emergencies. Must reside locally, with a reasonable commute.


• Attends weekly staff meeting and daily customer Service (“Style” program) sessions.


• Attends required training classes and programs.


• Other duties, as assigned.

Essential Qualifications and Experience

• BA or BS degree or equivalent experience preferred.


• Professional Designations from BOMA-Institute, Institute for Facilities Management (IFM), Institute for Real Estate Management (IREM) preferred.


• 3-5 years’ prior facilities management experience, construction project management, construction supervision, preferably in a complex retail/commercial/hospitality/food and beverage setting.


• Familiarity with OSHA, EPA, and other regulatory requirements.


• Technical

• Ability to read and interpret blueprints, construction documents, and lease plans. Exposure to CAD, Bluebeam and other design-based platforms.


• Ability to learn and adopt technology solutions into workflow, that create greater efficiency, including Cloud-based software applications.


• Ability to understand and interpret leases and other legal agreements.


• Familiarity and comfort with automated building systems, EMS (“Energy Management Systems”), CMMS computer-based work order systems, construction project management systems, in addition to enterprise software systems, including Salesforce. 


• Knowledge & understanding of Mechanical, Electrical, Plumbing, HVAC, Fire Protection & Fire Alarm systems/codes as well as ADA code.

• Managerial Experience

• Exceptional process management skills; can organize and prioritize an efficient workflow, simplify complex processes, anticipate and adjust for problems and roadblocks, adapt to changing priorities, and manage from start to finish.


• Ability to manage, monitor and develop subordinates to ensure the smooth operation of the center.


• Familiarity and experience managing union trade’s workers, and third-party service providers, as applicable.

• Sustainability – experience of energy management initiatives on a facility level.


• Exceptional customer service skills and the ability to develop and maintain effective relationships; dedicated to meeting the expectations and requirements of internal and external customers, specifically through listening and responding to concerns both in the moment and via digital communication means.


• Ability to produce a budget forecast, analyze budget numbers for conformance to budgetary guidelines; explanation of variance.


• Ability to maintain composure in all scenarios.

What is important to us

The following values bring us together and guide our actions. They are the foundation of who we are today and who we will be tomorrow: EXCELLENCE We only aim for the best - TEAMWORK We unite talent to win as a team -  ETHICS We build on trust and transparency – BOLDNESS We dare with vision and agility – PASSION We go the extra mile – OWNERSHIP We are empowered to deliver.

We want someone who is committed, thorough, works well in a team, exudes positive energy and ready to grow within an international company. We offer a collaborative, innovative, and achievement focused culture with unique opportunities for growth. We strive for excellence and our culture fosters autonomy, innovation and the collective power of our employees. If you are looking to work on stimulating and empowering missions, amongst great team members, while being challenged daily, do not hesitate to apply!

Our company purpose – to Reinvent Being Together – is about reimagining how individuals and communities come together, socialize, and enjoy dynamic experiences alongside one another in entirely new ways.  We are at our best when we are TOGETHER safely.  We are following federal guidance on what we need to do to safeguard the health and safety of our employee community, including that URW employees must either be fully vaccinated or undergo weekly testing for COVID-19.    

Unibail-Rodamco-Westfield is an equal opportunity employer that embraces diversity of backgrounds, perspectives, experience and skills. We believe that diversity plays an important part in the success of our business and we are committed to creating an environment which respects, values, celebrates and makes the most of people’s individual differences.

We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, and other legally protected characteristics.