Role Function:
Responsible and accountable for the performance of the property, the management of staff employed as well as achievement of desired property outcomes and results.
Special Tasks: General
- Lead and manage a team with areas of responsibility including transactional financial, OH&S, (EEO), operational, HR, negotiation and contracting.
- Contribute to the development and fulfilment of asset strategies by developing asset strategies and plans.
- Ensure that client asset plan expenditure savings targets are achieved.
- Deliver an exceptional quality of service to the client, as reflected by client feedback.
- Ensure that the property asset management service offering is developed, implemented, achieved, and maintained.
- Ensure the timely and accurate delivery to the client and senior management of analysis and information for the asset plan, management reports, client’s Annual Reports, Business Plans / overheads and others as required by the management company, relevant authorities, and the client.
- Ensure that there are no major risks associated with public liability, fire and lift safety, essential services, non-essential services, the staff and office and contractors. This includes addressing all issues within the appropriate timeframes and ensuring the clients risk management plan is in place for the asset, particularly covering contractors and the management company team.
- Ensure that all building systems are operating and maintained appropriately.
- Ensure all Asset Plan and Business Plan KPI’s/targets are achieved, including but not limited to capital expenditure and OH&S.
- Ensure all staff and contractors receive up to date training and site inductions.
- Develop the team through performance assessments and training, managing staff workload through correct resourcing and developing a succession plan for key team members.
- Ensure that all elements of the Managing Agent Agreement with the client are understood and complied with by the team.
- Implement and supervise a Planned Preventive Maintenance Programme (PPMP) for all Building systems and soft services.
- Ensure contractors, vendors and technicians complete all repair and maintenance works and soft services within the required timelines and in accordance with the standards set by OMS/Management or required by relevant Codes of Practice.
- Plan and procure relevant maintenance services of all building systems including ensuring adequate inventory of spare parts and consumables.
- Work with the appointed Senior/ FSM to ensure fire safety systems are well maintained and fire safety procedures and emergency responses (Evacuation, Fire Fighting, In-place Protection, ERP etc.), set up the Certified Emergency Response Teams (CERT) are in place.
- Manage tenants fit-out to ensure compliance with the Fit-Out Guide and Green Lease, and relevant authorities’ regulations.
Key Responsibilities:
- Provide Advice to Client on the operational requirements of the property.
- Develop House Rules Fit-Out Guides for the property.
- Manage the smooth transition of property from pre completion phase to occupation phase.
- Interview and assess and provide recommendations on the staff proposed to be employed for the property.
- Develop tenant satisfaction plan strategies/client liaison.
- Manage tenant liaison and satisfaction emphasis on tenant retention.
- Building day-to-day management including operations, engineering, and compliance matters.
- Manage budget preparation and delivery.
- Manage budget forecasting.
- Finance administration, billing, and collection.
- Tenancy fit-out co-ordination.
- Capital expenditure implementation, tendering and management.
- Monthly reporting.
- Building services contract administration and procurement.
- Manage repairs and maintenance.
- Liaise/manage/communicate with legal, town planners, surveyors, project managers, tax and accounting advisers.
Performance Indicators:
- Achieve all financial and operational targets (KPIs).
- Deliver an exceptional “Managing Agent” service to the client, as reflected by client feedback.
- Develop effective and accurate asset plans, budgets and financial reports.
- Make appropriate recommendations in relation to operational strategy, capital works etc.
- Receive high level of satisfaction from both tenants and clients in relation to building performance and execution of duties.
Skills:
- People driven and to be seen to be “kicking goals” for the clients.
- Follow asset management policies and procedures.
- Outstanding interpersonal and negotiation skills.
Knowledge/Experience:
- Proven experience in property/asset management, ideally with previous experience managing commercial office.
- An intimate knowledge of the office sector and ideally some exposure to the retail property.
- A track record of success in significant supplier contract negotiations.
- Demonstrated ability to add value to commercial assets through identifying value enhancing operational property management strategies (e.g. preventative maintenance/helpdesk/ IT solution implementation/ Smart FM) and/or essential capital works, developing a value adding Property Management/facilities management strategy for tenants, etc.
- Previous experience preparing detailed asset plans, complex budgets and comprehensive reports.
- Tertiary qualifications, particularly in a property-related discipline, are preferable.
Attributes/Behaviours:
- Strong and dynamic leader.
- Pro-active and achievement orientated.
- Flexible.
- Team player.
- Practical approach with a “can do” attitude.
