Functions and Responsibilities of an Airport Authority Manager

Transcription

1 S19510, page 1 Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time. FUNCTIONAL DUTIES Serves as Manager, Concessions Operations and Administration in the Department of Concessions and Property Development, Office of Customer and Concessions Development, Office of Executive Vice President and Chief Financial Officer, Metropolitan and is responsible for the management of the day to day operations of the Airports Authority concessions at its two airports, Ronald Reagan Washington National Airport (DCA) and Washington Dulles International Airport (IAD). Develops and leads marketing initiatives to accomplish marketing goals and objectives and increase retail and restaurant/food sales and percentage rent. Monitors timeliness and accuracy of revenue collection, compliance with approved designs and operational standards and conducts analysis on concession performance to guide corporate decision-making. Develops policies, procedures and standards to ensure concessions operate within their contracts and provide optimum revenue. Provides recommendations to improve operational efficiency. Performs related functions. Through subordinate organization, staff, and consultants, or personally, and in collaboration with the Vice President Customer and Concessions Development, Manager, Concessions Leasing & Development, others in the Office of Revenue, and other executives and key staff throughout the Airports Authority: --Manages, plans, develops, implements, directs, and administers the Airports Authority's day-today contractual relations with concessionaires. Works to ensure both Airports Authority and concessionaire compliance with the provisions of the Airport Use Agreement and Premises Lease, individual concessionaire lease agreements, the Airports Authority s fees, rates, and charges schedules, timely payments, insurance and audit requirements, hours of operation, etc. Plans and attends regularly scheduled concessionaire meetings. Maintains ongoing communication channels with concessionaires to pro-actively share information impacting business operations and to address issues raised by business operating at the Airport Authority (lease/contract compliance, employees, Airport facilities, planned construction, etc.) and resolve conflicts and identify/implement workable solutions. --Provides recommendations to concessionaires regarding marketing, customer service, visual merchandising, etc., to help increase revenue. Coordinates with concessionaires and Airports Authority media representatives regarding promotions, special events, promotions, as well as seasonal displays, decorations, and events. --Develops and monitors performance of concessions against marketing lease clauses, the budget, the revenue goals, and the passenger service objectives for concessions throughout the Airports Authority. Performs analysis on monthly revenue figures against forecasts. and Works with the Manager, Concessions Leasing & Development regarding revised/new leases.

2 S19510, page 2 --Ensures continuous review and improvement of concessions business plans and operations, including organizational readiness for, and exercise of, operational agility and flexibility. Conducts on-going review of market in terms of marketing and promotions. Conducts market research campaigns; utilizes results to develop plans. --Works with new concessionaires regarding new concession needs and corresponding space requirements and needed renovation and/or adaption of the space, existing concessionaires on issues such as space, conditions, new requirements/desired needs, modifications to existing space/conditions, etc., and displaced concessionaires such as when the Airports Authority or an airline need to reallocate space. Adjusts, modifies, and/or cancels leases, as appropriate, assists with associated paperwork (location/facility drawings, description of space/use, square footage, cost per square foot, permits, and approvals for space use) and, as possible, with assignment of new or temporary space and associated lease modifications. Ensures all permits are obtained and in order prior to any modifications to the space; may act as airline or concessionaire advocate with the Office of Engineering with regard to permits. --Provides coordination with concessionaires for Airports Authority Capital Construction Program (CCP) and Capital Operating and Maintenance Improvement Program (COMIP) activities involving or impacting concessionaires such as the renovation and expansion of Terminal A, construction of the New North Concourse (NNC), and the relocation of Airports Authority consolidated functions and/or concessionaire as they relate to these programs. Works to identify and mitigate impact to concessionaires. Negotiates, drafts, and secures approval of needed new or modified leases, as appropriate. --Monitors use and condition of facilities and provides guidance in resolution of operational, financial, payment, service or space use issues. Works with the Airports Departments of Engineering and Maintenance on condition corrective actions that are the responsibility of the Airports Authority; works with the concessionaires on issues that the responsibility of the concessionaire. May request a meeting with off-site, senior concessionaire representatives on issues that have not been resolved with the concessionaire at the local/dca level. --Coordinates with the Airports Engineering and Maintenance Departments and the Airports Authority s Office of Engineering Design Department in the maintenance of up-to-date premises exhibits and overall space inventory in the Department s property and revenue management system, PROPworks, which allows the Department to track physical space and property assets, compile statistics for tracking performance/usage, manage utilities, track alterations (cconcessionaires and Airports Authority), and interface with other software programs, such as the Airports Authority s OBIEE in Oracle. Interfaces with Office of Technology on updates to PROPworks; may suggest improvements or interfaces with other systems, as appropriate. --Works with Office of Finance and the Office of Technology to maintain data and develop improvements to PROPworks to track lease agreements, etc., and to ensure reporting capabilities

3 S19510, page 3 are maintained to produce premises exhibits and other reports for use by Department and concessionaires. Works with the Budget Department, regarding rates and charges computation/adjustments per square foot for the twice yearly billing of Type I, II, III, and IV space at an Airport and any rate adjustment(s) necessary as a result of a modified contract. Manages and provides input to overall database of leased and available space or land area in support of leasing responsibilities, including leasable space and concessionaire and leasehold information. T. --Works to resolve concessionaire to concessionaire disputes; arbitrates, as final resort, disputes between concessionaire. --Serves as a contracting officer s technical representative (COTR) in the preparation, negotiation, and executing of agreements and amendments to contracts for concessions. Assists the Manager, Concessions Leasing & Development and the Manager, Revenue Contracts with data and input for Requests for Proposals (RFPs) and other contract documents for concession operations. --Works with concessionaires in the planning, coordinating, and execution of strategies to ensure the continuance of concession services during periods of irregular operations, construction, or emergencies. --Ensures active files for concession agreements are complete and accurate and available for examination at all times. Works with the Vice President Customer and Concessions Development and the Office of Communications regarding responses for public information concerning Airports Authority concessions. --Directs development and implementation of controls and compliance systems and activities to help ensure the assets of the Airports Authority are safeguarded, that adequate control structures are in place regarding the revenue stream from concessionaire leases and that the Airports Authority is in compliance with its contractual obligations. --Stays abreast of, and reviews such external business intelligence factors (such as quality, timeliness, service-orientation and other characteristics of regulatory, industry, customer service, financial management developments, Airports Authority and competitor programs, products and services) as they might impact the Airports Authority and its concessions operations and/or concessionaires, to assess the Airports Authority s concessions internal strengths and weaknesses in terms of current/future business strategies and to provide a holistic and systems-based perspective on strategic issues. --Communicates and interacts effectively with internal and external business contacts including, but not limited to, other members of the unit/team, other Airports Authority employees (such as officials, executives, managers, supervisors, professionals, and support staff), concessionaires, tenants, vendors, suppliers, Airlines, airport users, and the general public to exchange routine and

4 S19510, page 4 non-routine information, to make formal presentations, to collaborate and coordinate fully, and to perform and the general public to exchange routine and non-routine information about assigned functions, to make formal presentations, to collaborate and coordinate fully, and to perform other functions. --May be required to answer customer inquiries/complaints directed to the Airports Authority regarding concessions/concessionaires. --May operate a motor vehicle on (primarily landside, but also airside) and off Airport complexes to attend meetings, make site visits, and perform related functions. --Uses a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations and graphics, manipulate data (spreadsheets and databases), and perform or conduct research (Internet use); (b) enterprise system/software for fiscal reporting, requisitioning, budgeting, time and attendance reporting, and other functions; and (c) special systems/software used in the office. --*Performs other duties as assigned or as determined on own initiative.* MANAGERIAL AND SUPERVISORY DUTIES: In the context of area functions and operations, provides: Organizational Planning Establishes goals. Develops program plans and milestones. Assigns priorities. Develops policies and procedures. Projects budget requirements and allocates available resources. Program Direction Communicates organizational goals. Keeps employees and other managers informed. Develops and establishes review systems to assist in achieving goals. Reviews costs, manages fiscal resources and maintains control over assigned Airports Authority resources and assets. Human Resource Management Selects, assigns and develops employees. Delegates and assigns work. Evaluates employee performance and administers human resource management programs established by the Airports Authority. Ensures the application of EEO principles and adheres to EEO requirements. Program Evaluation Reviews program quality and progress toward achieving goals on a periodic basis. Takes corrective actions to maintain work progress on schedule, improve employee performance or modify program goals or operations, as appropriate. Critical features of this job are described under the headings below. They may be subject to change through reasonable accommodation or otherwise.

5 S19510, page 5 MINIMUM QUALIFICATIONS (MQs) To be rated qualified for this job, an applicant must meet all of the MQs listed below at the time of vacancy announcement closure. 1. A bachelor s degree in any field providing a strong foundation for successful performance of the DUTIES in this job description, or an equivalent combination of education, experience, and training that totals four years. 2. Eight years of progressively responsible experience in revenue development and/or customer service that includes substantive work in most of the DUTIES in this job description including: (a) developing/conceiving, planning, implementing, and administering retail and/or food & beverage operations; (b) establishing benchmarks and monitoring performance of sales and customer service within a retail or food and beverage operation; (c) establishing and maintaining effective working relationships with operators of retail and/or food and beverage operations; and (d) working across multiple disciplines to achieve revenue results. Education and training beyond what is needed to satisfy MQ 1 above may be substituted for up to two years of the eight years of experience. For example, a master's degree providing a strong foundation for performance of the DUTIES in this job description may be substituted for two years of experience. 3. Education, experience or training indicating the ability to perform successfully as a first level supervisor such as the ability to plan/assign/review work, deploy personnel, monitor work operations, obtain effective results and perform a full array of supervisory personnel function. PREFERRED QUALIFICATIONS The qualifications listed below (if any) are preferred and may be considered in the selection process, but are not required to be rated qualified for this job. 1. Conceiving, planning, and implementing retail or food operations for an airport, mall, or similar operation. 2. A Master s Degree in Business Administration, Management, Finance, Economics, or Accounting. 3. Membership in The International Council of Shopping Centers (ICSC) or similar trade organization. KNOWLEDGE, SKILLS, ABILITIES, AND OTHER FACTORS (KSAOs) The following KSAOs are required for successful performance of this job and are a basis for rating and ranking applicants who are found to meet the MQs. Local, Federal, airport industry or

6 S19510, page 6 Airports Authority specific bodies of knowledge listed below may be acquired on the job, typically; ability to rapidly acquire them is required at the time of vacancy announcement closure. 1. Knowledge of Airports Authority management functions, policies and procedures, including EEO principles and requirements, and knowledge of supervisory principles, altogether to manage the operations and programs of the unit/team and to perform supervisory functions. 2. Knowledge of the relationships/partnerships between airports, airlines, passengers, concessionaires, the Airports Authority's and DCA s and IAD s management and organizational structure, established protocols, functional responsibilities, and general airport procedures; the Airports Authority's business plans, management objectives and strategies; financial and material management concepts, principles and practices; contracting principles and negotiation techniques; human resource programs and policies; and budget plans and allocated resources altogether, to effectively plan and manage the Airports Authority concessions. 3. Knowledge of airport, airline, concession, and other concessionaire activity/needs, the Airport Use Agreement and Premises Lease, concession contracting, and other programs in order to properly manage and administrate airline and concessionaire leasing actions, assist in the negotiation and execution of contracts and leases, settle contract disputes, coordinate CIP and CMIP and other program implementation. 4. Knowledge of retail and food & beverage operations, marketing, customer service, promotions, and associated media relations to monitor the performance, advise, and work with Airports Authority concessionaires in reaching their maximum potential revenue generation. 5. Interpersonal skills to interact effectively with business contacts in a businesslike, customer service-oriented manner. 6. Skill in problem solving to select, organize and logically process relevant information (verbal, numerical or abstract) to solve a problem. This includes skill in recognizing subtle aspects of problems, identifying relevant information and making balanced recommendations and decisions that may significantly influence strategic business plans/operations and financial management of concession operations. Examples include applying a variety of quantitative and qualitative techniques and metrics to assess the financial or programmatic pros and cons of business initiatives/operations and organizational performance, (b) scheduling and running projects to meet project deadlines, (c) assessing Airports Authority procedures used in various business operations (line and support) to help ensure adequate controls and compliance, (c) interpreting the impact of economic, demographic, and other factors on business opportunities and revenue development, and (d) skill in advising and assisting concession managers and key Airports Authority staff in complying with requirements and applying business processes to

7 S19510, page 7 improve yields and return on investment. 7. Skill in oral communication to understand verbal information (including facts, assertions and arguments) and to express such information verbally so that others will understand and, at times, be convinced or persuaded. This includes the ability to encourage oral communication by others such as concessionaires. Examples include directing and assigning work and motivating subordinates, conducting negotiations and business meetings, and coordination of comments on proposed management policies, etc. 8. Skill in written communication to understand written information (facts and sometimes conflicting assertions and arguments), draw inferences, form hypotheses and develop logical arguments, and to express such information in writing so that others will understand, and, in certain circumstances, be convinced or persuaded (at times regarding concession contracts, leases and other sensitive issues). This includes skill in the review of the written work of others, including subordinates, peers, other COTRs and contractors, such as proposed new standard clauses for contracts, leases, requests for proposals, budget/financial reports, and routine/non-routine memoranda about contracting/concession administration issues. 9. Skill in using a computer and (a) modern office suite software (such as MS Office) to communicate ( ), plan, schedule, word process, prepare presentations and graphics, manipulate data (spreadsheets and databases), develop reports, and perform or conduct research (Internet use); (b) enterprise systems/software for requisitioning, budgeting, time and attendance reporting, payroll, and other functions; and (c) special systems/software used in the office. RESPONSIBILITY Is responsible for operations and administration oversight of Airports Authority concessions including. Ensures concessionaires abide by their contracts, barriers to business leasing and concession programs are minimalized, and revenue generation is maximized. Reports to the Vice President of Customer and Concessions Development (Supervisor). Most work flows to the incumbent as a result of assigned functions and processes. Other work is typically in the form of special assignments. The Supervisor provides broad objectives and policy guidance for recurring assignments (management of operations and administration of Airports Authority concessions) and, in consultation with the incumbent, brief instructions and time frames for special projects. The incumbent collaborates with and keeps the Supervisor informed and elevates only highly sensitive issues for assistance in resolution; initiative is expected. The incumbent coordinates closely with a variety of internal and external parties to fully understand and appropriately administer concession contracts. Most work is accomplished independently with the incumbent solving problems that involve multiple, complex financial and non-financial considerations and perspectives that involve airport concessions. Special projects are usually reviewed at milestones for effectiveness of project management and, once implemented, for overall impact. Work is typically reviewed in terms of for insight of direction

8 S19510, page 8 and timeliness in completing special projects, continuity and smoothness of operations and relationships, quantity, quality, timeliness, customer service, teamwork, adherence to guidelines, and other factors, including specific performance management requirements. Guidelines include the Airport Use Agreement and Premises Lease, Airline agreements, concession agreements, concession leases, Airports Authority directives; Airport Orders & Instructions; Airports Authority budget plans; Human Resource policies and procedures; Airport Concessions Disadvantaged Business Enterprise (ACDBE) policies, principles and requirements; and the Airport Authority's contracting manual, standards, and policies. The incumbent uses independent judgement in applying, adapting, and, as necessary, developing guidelines; work may require deviating from established practices to accomplish essential functions as well as developing and recommending new systems and to accomplish Departmental objectives. EFFORT The work is primarily sedentary and typically requires light physical effort as in opening/closing file drawers, lifting and carrying files/building plans, etc. Incumbent may sit for extended periods while performing desk work; moves about to obtain or distribute work materials, meet with people, etc. Regularly uses a computer to develop reports, analyze costs and perform other tasks; operates other office equipment. Frequently exchanges information by telephone. Regularly reviews financial reports, budget submissions, contracts, blueprints, and regulations containing small print. In driving, operates vehicle using judgment in consideration of weather, traffic and other factors. WORKING CONDITIONS Works primarily in an adequately lighted, ventilated and temperature controlled office and conference rooms. May experience some job pressure from tight deadlines and multiple tasks with same deadlines, changing priorities or interpersonal conflicts with concessionaires. May be exposed to some adverse conditions and dust/grease/dirt when visiting field/concession work sites. Wears hard hat and other personal protective equipment/clothing, as needed at a work site. OTHER SIGNIFICANT JOB ASPECTS None