Role: Senior Retail Delivery Manager
Department: Projects
Location: Medina
Reporting to: Senior Programme Lead
Job Purpose
The primary function of the Senior Retail Delivery Manager is to administer the terms and conditions of a Tenant’s Agreement for Lease; facilitating design in accordance with the Design Criteria Manual, construction as per the Fit-Out Guide, and compliance with local authority requirements.
Primary Objectives
- Demonstrates a stakeholder-focused approach and endeavours to establish and maintain positive working relationships throughout the retail delivery process.
- Builds rapport with the Client, Tenants, and Tenant teams from the initial interaction, understanding the importance of open communication.
- Shares knowledge from previous experience with specific Tenants to anticipate needs and enhance the stakeholder service experience.
- Demonstrates an understanding of the design aspirations of the development and confidently communicates these on behalf of the landlord, supporting and promoting their vision.
- Equips Tenants, their consultants, and contracting teams with all required project documentation, answering process queries proactively.
- Responds promptly to requests for information and facilitates introductions to relevant parties where official responses cannot be provided directly.
- Advises teams of all project-related and local authority updates that may impact operations as soon as they are received.
- Informs Tenants of any serious concerns regarding their selected fit-out contractors or consultants that may impact quality or completion, providing objective examples to support concerns while allowing Tenants to make informed decisions.
- Provides a detailed handover of all Tenant- and Unit-related information to a designated colleague during absences, ensuring continuity of progress.
Retail Delivery & Programme Management
- Coordinates all aspects of the retail delivery programme to achieve on-time completion of allocated units using available resources.
- Issues retail delivery milestones during the Briefing Meeting, setting expectations and explaining the importance of each milestone. Reconfirms milestones during the Pre-Start Meeting, identifying potential delays and opportunities for time recovery.
- Shares prior experience with specific Tenants where delays may have occurred and suggests preventive measures to avoid recurrence.
- Assesses the experience level of appointed Tenant contractors during initial interactions to identify risks and provide additional support where required.
- Demonstrates an understanding of Tenant contractor and consultant processes in tendering, award, and contract execution and how these affect project timelines.
- Anticipates Start-on-Site requirements for Tenant contracting teams, providing required documentation, facilitating safety inductions, completing documentation, and managing payments for temporary power, hoarding, etc.
- Verifies that only complete drawing submissions are made to avoid rejection and delays. Highlights submission requirements ahead of milestone dates, monitors on-time submissions, identifies shortfalls prior to DRT submission, and follows up on delays.
- Conducts regular floor walks to monitor on-site progress for assigned units, uses tracking tools to monitor milestones, and completes required project reports.
Authority Approvals & Compliance
- Demonstrates a thorough understanding of local authority approvals required for developments (e.g. Municipality, Civil Defense, Food Authorities, etc.).
- Facilitates permit and inspection requests to avoid unnecessary delays and communicates with the Landlord/Base Build representatives on behalf of Tenant contracting teams when required.
- Documents incidents where delays occur due to Tenant or contractor actions (e.g. delayed drawing submissions, on-site delays).
- Highlights cases of non-responsiveness or Tenant-caused delays and escalates appropriately with project leads or landlords to achieve positive outcomes.
- Anticipates “Approval to Trade” requirements and ensures these are communicated to Tenants and their contractors in a timely manner.
- Collects and organises all close-out documentation, including snagging and fit-out completion records.
- Demonstrates a clear understanding of the importance of the close-out process for Tenants.
Site Monitoring & Safety
- Actively monitors the fit-out process to eliminate potential delays while ensuring compliance with approved designs and authority requirements.
- Ensures all pre-start requirements and approvals are obtained prior to issuing Approval to Start on Site and records data within project reports.
- Monitors health and safety practices of Tenant contracting teams and issues warnings or suspends work if violations occur.
- Verifies that on-site works comply with approved designs and encourages contractors to maintain approved drawing sets on site.
- Conducts site inspections in a timely manner and issues relevant documentation accordingly.
- Manages Change Order Requests (Tenant Variation Requests), coordinating with the administration team, monitoring approvals, payments, and completion of works.
- Provides pre-snagging reports throughout the fit-out stage to minimise final snagging issues.
Team & Leadership Responsibilities
- Supports the project lead and delivery team, drawing on experience to strengthen overall team performance.
- Actively manages retail delivery for anchor stores, hypermarkets, cinemas, and large retail groups.
- Attends meetings on behalf of the project lead, representing Vindico Retail.
- Acts as a role model by adhering to all Vindico Retail processes and procedures.
- Provides on-the-job training and guidance to team members and willingly shares expertise.
- Offers practical solutions to challenges faced by team members based on experience and constraints.
- Monitors team performance and well-being in the absence of the project lead and provides feedback where required.
- Contributes to the Vindico Retail Knowledge Library with clear and structured content.
- Maintains awareness of industry developments and shares relevant information via company platforms (Microsoft).
Skills & Competencies
Programme & Delivery
- Strong experience managing multiple retail fit-out units and delivery programmes
- Ability to plan, track, and control milestones across tenants and stakeholders
- Proactive in identifying risks, delays, and dependencies and driving solutions
Process, Standards & Governance
- Good understanding of structured delivery processes and project governance
- Ability to apply standard templates, tools, and reporting consistently
- Experience working within defined delivery methodologies
Quality & Compliance
- Strong focus on quality and compliance with design guidelines, fit-out standards, and authority requirements
- Ability to review submissions, site works, and approvals to avoid delays
- Maintains compliance while managing positive tenant and contractor relationships
Stakeholder Management
- Confident in managing landlords, tenants, consultants, and contractors
- Clear communicator for guidance, escalation, and issue resolution
- Supports client confidence through disciplined delivery and reporting
Leadership & Team Support
- Experience guiding, mentoring, and supporting team members
- Acts as a role model for best practices and professional conduct
- Willing to share knowledge and support team capability building
Planning & Decision-Making
- Strong organisational and prioritisation skills across multiple units
- Able to make practical decisions under time, site, and resource constraints
- Comfortable escalating issues to achieve timely outcomes
Tools & Documentation
- Familiar with delivery trackers, milestone dashboards, and reporting tools
- Strong documentation skills for submissions, inspections, variations, and close-out
- Contributes to lessons learned and continuous improvement
Cross-Functional Working
