Job Description

1. JOB SUMMARY

The role works very closely the retail relations and tenant co-ordination manager to support the tenants of OAM and Lulu Hypermarkets for all their needs, thereby maintaining a very healthy relationship with OAM and Lulu Hypermarkets tenants and ensuring that tenants are aligned and are in compliance with polices and regulations defined by OAM and Lulu Hypermarkets

The following are the broad level job responsibilities of this role –

1. Fit-outs Management – New Tenants

2. Fit-outs Management – Existing Tenants and renovations

3. Tenant Exit Management

4. Regular Reporting and Analytics

2. PRIMARY Responsibilities

2.1. Fit-outs Management – New Tenants

2.1.1. Provision of Lease Outline Drawing and introductory emails to the OAM and Lulu Hypermarkets tenants

2.1.2. Cross checking LOD with site for accuracy in terms of area, dimensions and base build provisions

2.1.3. Regularly have meeting with all internal and external stakeholders to provide them with the updates on leases.

2.1.4. Follow up with the OAM and Lulu Hypermarkets tenants for Concept / MEP / Detail drawings for their shops.

2.1.5. Ensure that a detailed concept / drawing review takes place. If the drawings are approved, then provide them to the MEP teams. If the approval is not received, then the drawings are to be resubmitted by the tenants.

2.1.6. Seek appropriate documentation of the contractors once the MEP Drawings are approved. The documentation may include insurance, company profile of contractors, etc.

2.1.7. Release Work Permits once the fit-out jobs are in execution.

2.1.8. Hand Over Site documentation and provide documentation to tenants for necessary approvals.

2.1.9. Conduct monitoring and inspection of jobs while in execution, for all MEP, HVAC, Civil and other works.

2.1.10. Before the opening of the shop, ensure that a Pre-Opening Inspection is conducted to ensure that the fit-outs have been done as per the submitted drawing.

2.1.11. Ensure that all documentation regarding the fit-outs are up-to-date and in place. The documentation shall include but not limited to as-built drawings, AMC contracts, payment processing, local authority license, etc.

2.1.12. Provide removal permits for board-outs.

2.1.13. Ensure that the tenants are provided a formal introduction to the OAM and Lulu Hypermarkets Management team by email.

2.2. Fit-outs Management – Existing Tenants

2.2.1. All fit-outs for existing OAM and Lulu Hypermarkets tenants should only be initiated upon receipt of official communication (letter or email) from the tenants.

2.2.2. Arrange for the collection of drawings for the fit-outs.

2.2.3. Ensure that a detailed concept / drawing review takes place. If the drawings are approved, then provide them to the MEP teams. If the approval is not received, then the drawings are to be resubmitted by the tenants.

2.2.4. Seek appropriate documentation of the contractors once the MEP Drawings are approved. The documentation may include insurance, company profile of contractors, etc.

2.2.5. Release Work Permits once the fit-out jobs are in execution.

2.2.6. Conduct monitoring and inspection of jobs while in execution, for all MEP, HVAC, Civil and other works.

2.2.7. Before the opening of the shop, ensure that a Pre-Opening Inspection is conducted to ensure that the fit-outs have been done as per the submitted drawing.

2.2.8. Ensure that all documentation regarding the fit-outs are up-to-date and in place. The documentation shall include but not limited to as-built drawings, payment processing, etc.

2.2.9. Provide removal permits for board-outs.

2.3. Tenant Exit Management

2.3.1. Provide an official confirmation to the tenant based on the notifications received by the Leasing Team on exit of tenant.

2.3.2. Carry out inspections of the demolition work based on the demolition plan provided by the tenant.

2.3.3. Conduct inspections of the leased site to confirm if the facility / services provided to the tenant are as per the initial issuance.

2.3.4. Liaison with other departments on ensuring smooth exit of tenancy.

2.4. Regular Reporting

2.4.1. Provide weekly reports to HOD

3. Job Authorities

3.1. Issue approved drawings to MEP for fit-out jobs execution

3.2. Release Work Permits to contractors for fit-out jobs execution

3.3. Inspection of fit-out jobs and workshop inspections of the fixtures and joineries

3.4. Provide removal permits once jobs are completed

3.5. Introductory emails to new tenants