Assistant Operations Manager

The Assistant Operations Manager supports the Senior Operations Manager in the safe, efficient and consistent day-to-day operation of Place Vendome. The role provides hands-on coordination across facilities management, MEP services, housekeeping, security, parking, waste management, tenant operations and customer-facing areas. The position follows up actions through to closure, maintains accurate operational records and acts on behalf of the Director of Operations within delegated authority.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Daily Operations Support

• Conduct routine mall and back-of-house inspections to identify service, maintenance, cleanliness, safety and presentation issues; record findings and follow actions through to closure.
• Support daily coordination of cleaning, security, MEP, parking, landscaping, pest control and waste-management services.
• Monitor operational readiness before opening, during trading hours and at closing, escalating material risks or service interruptions promptly.
• Assist with duty-management coverage, incidents, emergencies, special events and peak trading periods, including evenings, weekends and public holidays as required.

Facilities Management and Maintenance

• Coordinate with facilities and engineering teams on preventive and corrective maintenance for HVAC, electrical, plumbing, vertical transportation, lighting, life-safety and other building systems.
• Raise, assign, monitor and close work orders in the CAFM or CMMS platform, ensuring priorities, response times, evidence and status updates are accurate.
• Track recurring faults, equipment downtime and outstanding defects; support root-cause follow-up and practical corrective actions.
• Coordinate access, permits, shutdowns, isolations, inspections and minor repairs to minimize disruption to mall operations and tenants.
• Maintain orderly maintenance logs, asset information, warranties, service records, drawings and related facilities documentation.

Contractor and Service Provider Coordination

• Monitor contractor attendance, staffing, uniforms, equipment, work quality and compliance with approved scope and service-level requirements.
• Verify completed work on site, collect supporting records and highlight non-performance, repeated failures or potential backcharges for management review.
• Participate in contractor meetings, inspections and performance reviews; issue clear action lists and monitor agreed deadlines.
• Support preparation of scopes of work, service requests, quotation comparisons, purchase requests and contract-renewal information in coordination with Procurement.

Tenant and Stakeholder Coordination

• Respond to tenant operational requests and coordinate with Leasing, Retail Delivery, Security, Customer Service and Facilities teams as required.
• Support tenant openings, renovations, deliveries, access arrangements, temporary works, planned shutdowns and operational emergencies.
• Monitor tenant compliance with mall operating procedures, safety requirements, waste rules and common-area standards, escalating concerns appropriately.
• Maintain clear, professional communication with tenants and internal departments and ensure commitments and follow-up actions are documented.

Health Safety Security and Compliance

• Support compliance with applicable Qatar Civil Defence, Municipality, health, safety, fire and environmental requirements and the mall's approved procedures.
• Participate in inspections, risk assessments, toolbox talks, emergency exercises and incident investigations; track corrective actions to completion.
• Immediately report unsafe conditions, serious incidents or compliance concerns and assist with securing the area and coordinating the operational response.
• Check that contractors follow permit-to-work, access-control, personal protective equipment and safe-working requirements.

Customer Experience and Mall Presentation

• Inspect customer areas, amenities, car parks, entrances, signage and circulation routes to maintain high standards of presentation, accessibility and service.
• Support resolution of operational complaints and service failures, coordinating corrective action with the responsible team or contractor.
• Observe footfall, traffic flow and customer behaviour and propose practical improvements to signage, access, parking and circulation.

Projects Events and Minor Works

• Provide site coordination for minor works, refurbishments, signage changes, events and operational improvement projects.
• Assist with site surveys, contractor briefings, work scheduling, progress checks, snagging and handover documentation.
• Coordinate operational requirements with Projects, Marketing, Leasing, Security, Facilities and other stakeholders to protect business continuity.

Reporting Administration and Cost Control

• Prepare concise daily, weekly and monthly reports covering incidents, inspections, work orders, contractor performance, risks and outstanding actions.
• Maintain trackers, meeting minutes, inspection checklists, permits, attendance records, photographs and other operational evidence.
• Support budget preparation, purchase-request follow-up, invoice verification and cost tracking within approved procedures and delegated authority.
• Identify practical opportunities to improve service, productivity and cost efficiency without reducing safety, compliance or customer standards.
• Undertake other reasonable operations and facilities duties assigned by the Director of Operations.

QUALIFICATIONS AND EXPERIENCE

• Bachelor's degree or diploma in Facilities Management, Engineering, Business Administration, Property Management or a related discipline.
• Three to five years of relevant experience in mall operations, facilities management, property management, hospitality, mixed-use developments or another large public facility; GCC experience is preferred.
• Working knowledge of building services, preventive maintenance, contractor coordination and health and safety practices.
• Experience using CAFM or CMMS platforms and strong working proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Familiarity with Qatar regulatory and approval requirements, including Civil Defence and Municipality processes, is an advantage.
• A valid Qatar driving licence is preferred where regular movement between operational areas is required.