Job description

1. Unit Handover and Fit-out Initiation:

• Unit Handover: Ensure the proper handover of retail units to tenants, confirming that the spaces are delivered in a suitable condition for fit-out works to begin. This includes checking that all necessary utilities (electricity, water, etc.) are in place and operational.

• Initial Briefing: Conduct an initial briefing with the tenants to review their fit-out requirements, discuss mall guidelines, and clarify any restrictions or requirements before commencing the fit-out process.

2. Project Setup and Use of Internal Portal:

• Internal Portal Usage: Utilize the mall’s internal portal to track and manage all fit-out and construction activities. Ensure that all stakeholders (tenants, contractors, suppliers, and mall management) are properly enrolled and have access to the portal.

• Project Management: Enter project details into the portal, such as timelines, budgets, design documents, and progress updates. Ensure all changes, approvals, and documents are tracked for accuracy and compliance.

• Documentation & Approvals: Ensure that tenants submit their fit-out design and construction plans through the portal for review and approval. Review plans to ensure compliance with mall regulations, local building codes, and safety standards before approval.

3. Construction and Fit-Out Process Management:

• Design Coordination: Ensure that the tenant’s design is in line with mall standards, including brand guidelines, interior finishes, lighting, and signage requirements. Collaborate with tenants and contractors to resolve any design or technical issues.

• Site Supervision: Regularly monitor the site to ensure fit-out work is progressing according to the approved design and project schedule. Use the portal to document and track construction progress, deviations, or delays.

• Contractor Management: Coordinate with and oversee contractors, ensuring that all works are carried out safely, on time, and within budget. Conduct site visits and inspections to assess work quality and address any non-compliance issues.

• Quality Assurance: Ensure that all materials, finishes, and installations meet quality standards. Use the internal portal to log quality assessments, non-conformities, and corrective actions.

4. Budget and Timeline Management:

• Budget Control[where required, unit preparation and upgrade, provisions upgrade or additional services/systems]: Manage the fit-out budget, ensuring that all expenses remain within the allocated limits. Use the internal portal to track and report expenses, verifying invoices, and identifying cost-saving opportunities.

• Timeline Monitoring: Use the portal to set project milestones and monitor progress against deadlines. Address any delays or challenges quickly to keep the project on track.

5. Compliance and Safety Oversight:

• Regulatory Compliance: Ensure that all works comply with local building codes, fire safety regulations, health and safety laws, and environmental standards. Use the internal portal to track compliance documentation, permits, and inspection reports.

• Safety Protocols: Implement and oversee safety protocols on-site, ensuring that all workers adhere to mall and legal safety standards. Conduct regular safety audits and log incidents in the portal for reporting and analysis.

6. Ongoing Communication and Reporting:

• Tenant Communication: Serve as the primary point of contact for tenants, addressing queries, concerns, and providing guidance on fit-out issues. Keep tenants updated on any changes to deadlines, compliance issues, or project scope.

• Progress Reporting: Provide regular progress reports to mall management using the portal, highlighting any risks, issues, or delays. Prepare final reports summarizing the project’s success and compliance.

7. Final Inspection and Handover:

• Final Inspection: Conduct a final inspection of the completed fit-out to ensure that it meets all requirements and is ready for occupancy. This includes checking the quality of finishes, safety compliance, and that all necessary installations are functioning correctly.

• Handover to Operations: Once the tenant’s fit-out is complete, formally hand over the space to mall operations, ensuring all necessary documentation, keys, and access rights are provided to the tenant.

8. Post-Completion Monitoring and Issue Resolution:

• Post-Handover Support: Monitor the post-handover phase to address any issues or adjustments needed after the tenant has moved in. Log and track any maintenance issues via the internal portal for follow-up.

• Defects Management: Ensure that any defects or necessary corrections are reported in the portal, tracked, and resolved promptly to ensure tenant satisfaction