POSITION PURPOSE Responsible for planning, organizing, and directing the activities of the assigned property Portfolio. Oversees leasing contracts, procures services, handles third party service contracts, and directs maintenance procedures. Ensures that all buildings, grounds, and equipment are well maintained and in optimal working condition. Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel.
ESSENTIAL FUNCTIONS AND BASIC DUTIES 1. Assumes responsibility for the planning, development, and implementation of effective operations management policies, procedures, and planning. a. Assists Senior Management in developing short and long term goals and plans. Assists with long and short term budget projections. b. Executes established operational goals and ensures that corporate wide plans are complemented and supported. c. Assists in developing policies and procedures for property operations. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.
2. Assumes responsibility for the effective operations management of properties and facilities. a. Coordinates and arranges third party services of maintenance contractors, suppliers, vendors, etc. Liaises with contractors, service providers and assigned staff on daily basisto ensure key operational requirements are constantly fulfilled. b. Liaises with tenants and onsite assigned staff with regards to operational problems, break downs, repairs & maintenance, operational queries and maintains a fault centre as required by senior management. c. Physically Responds to Security incidents, urgent maintenance & repairs, emergencies and any occasion deemed necessary by senior management. Including but not limited to: Business robbery, theft of assets, catastrophic failure of mechanical equipment, fires, structural collapse, emergency evacuations, death or injury on the property, altercations, disputes and client requests. d. Day to day monitoring, management and coordination of:
- Tenant and customer/visitor queries & complaints
- Fault tracking portals
- Operational Procurement
- Risk and Compliance
- Security, access control & surveillance.
- HVAC
- Cleaning
- Hygiene, Consumables and Sanitary Equipment.
- Pest Control & Fumigation
- Refuse Management, waste disposal and recycling
- Parking Management
- Utilities
- Grounds keeping and garden maintenance
- Onsite assigned maintenance staff
- Onsite assigned building staff/ support staff
- Mechanical Equipment (Generators, Lifts, Escalators, hoists, pumps etc.)
- All third party service contracts and service level agreements
- Ad hoc contractors and suppliers
- Exhibitions and Functions
- Any key operational elements deemed necessary by senior management
e. Inspects completed works/fulfillment of orders and approves invoices for payement. f. Establishes scope of works and Issues tender documents in accordance with company policy. (Issues a basic scope of works to contractors g. Ensures appropriate recoveries of ad hoc charges to tenants. h. Manages space planning. Ensures that the property layout will accommodate present and future operational and space requirements. i. Conducts routine inspections of facilities, identifies problems and requirements, and implements improvements in operations as appropriate. j. Coordinates maintenance activities. Ensures that facilities are compliant, clean, secure, well maintained, and in good repair. Directs preventive maintenance procedures as appropriate. k. Ensures that property operations are in compliance with established procedures, policies, regulations and codes. l. Creates, compiles and reports on operational budgets, maintenance plans and capex budgets. Monitors and controls expenditure efficiently and implements mitigative strategies to remain within budget constraints where required. m. Motivates expenditure and requests client approvals where required and in line with company policy. n. Compiles monthly operational overviews and reports in line with reporting deadlines and as required by senior management. o. Compiles operational agendas and attends client meetings as required by senior management. p. Ensures timeous completion of items on the operational agenda. q. Monitors resources and implements strategies to ensure efficient use of electricity, water, fuel, consumables, attic stock and materials. r. Compiles, updates and maintains operational files in accordance with company policy and as required by senior management. s. Collaborates with clients to understand their goals and objectives, and provide recommendations to maximize property performance and profitability. t. Oversees tenant movements and conducts take-in and take-back inspections in line with lease obligations and the requirements of the property owners or senior management. u. Facilities the emergency call outs via contractors and will attend to a call out of a serious nature. Current duties require to be reachable 24/7
3. Assumes responsibility for the security of all the property facilities. Conducts routine inspections of security systems and implements improvements as necessary. a. Identifies security threats and developes and implements reactive and preventative action plans. b. Establishes and maintains security systems for the property and tenants c. Monitors shops and businesses and responds appropriately to emergency calls d. Establishes and maintains security information network e. Establishes professional relationships and Liaisees with SAP and local authorities respectively f. Plans the staff compliment and guard grading of the property and monitors service levels relative to key performance indicators. g. Identifies the need for security systems,equipment and human resources. h. Communicates with tenants regarding security systems and motivates improved security levels. (Relates to specific security systems that have been implemented i. Promotes and Creates security awareness amongst staff, tenants and customers/visitors/patrons j. Establishes emergency plans and coordinates procedural drills, rehearsals and training excercises. (Implements & facilitates current emergency plans m. Drives Fire and Insurance Compliancy for respective buildings
4. Assumes responsibility for ensuring the efficient and cost effective administration of centre operations. a. Develops and implement safety directives in line with the OHS act. b. Completes financial forecasting duties, and generates and updates schedules for building expenditures. c. Creates safety awareness and trains staff in Health and Safety. d. Ensures compliance with legal regulations. Completes regular OHS inspections and updates monthly reports as appropriate. Ensures that OHSA requirements are effectively implemented. e. Ensures that facilities and operations are cost effective, efficient, and within established budget constraints. f. Oversees the procurement of furnishings and equipment in accordance with budget planning. g Researches vendors, contractors, and suppliers to ensure that equipment and services are of acceptable quality, competitively priced, and delivered on time. h. Ensures that all maintenance and service level agreements are current and complies with company policy. i. Ensures that operational billing discrepancies are promptly tracked and resolved via feedback from Utility Management Company ii. Coordinates with financial department to minimize accruals and proactively implement anticipated expense accruals in line with financial reporting deadlines. iii. Oversees the obtaining and submission of invoices in line with financial reporting deadlines.
5. Assumes responsibility for ensuring professional business relations with vendors, contractors, and trade professionals. a. Works to develop and maintain productive business relations with vendors, suppliers, contractors, etc. b. Acts as a liaison between the Company and external contacts. c. Ensures effective coordination of external services with Company operations. d. Obtains and conveys information as appropriate. e. Promotes goodwill and a positive image of the Company. f. Maintains professional appearance and dresses appropriately and in accordance with company policy. g. Liaises with clients, vendors, contractors, third parties and colleagues in a professional and appropriate manor, in accordance with company policy.
6. Effectively supervises Centre personnel, ensuring optimal performance. a. Provides leadership to assigned personnel through effective objective setting, delegation, and communication. Conducts regular meetings to ensure that personnel are well informed of changes in policies and procedures. Discusses areas needing improvement. b. Assigns and coordinates personnel. Directs daily operations. d. Conducts performance appraisals. Provides measurable feedback to assigned personnel and suggestions for improved performance. Formulates and implements employee corrective actions as needed.
7. Assumes responsibility for related duties as required or assigned. a. Ensures that work area is clean, secure, and well maintained. b. Completes special projects as assigned. c. Reports on Operational expenses, foot traffic, security incidents etc.
PERFORMANCE MEASUREMENTS 1. Good communication and coordination exists with departments. 2. Senior Management is appropriately informed of area activities and of risks and any significant problems. 3. Operations personnel are well trained, effective, and efficient. 4. Assigned facilities are well maintained and secure and meet the needs of the Company. 5. Property operations are efficiently and cost effectively administered. 6. Current and future operational requirements are well planned and budgets are established and maintained. 7. Effective business relations exist with clients, vendors, contractors, and trade professionals.
EDUCATION/CERTIFICATION: Bachelors degree in business administration, real estate or related field (Preferred) Additional related maintenance and centre management training (preferred). OHS Act No 85 of 1993 Section 8.2: Working at Heights Legislation HIRA Intro to OHS Act Construction Regulations Basic Fire Fighting
REQUIRED KNOWLEDGE: Excellent understanding of centre management procedures. In-depth knowledge of property management principles, practices and industry trends. Knowledge of financial management principles, including budgeting, expense control and financial analysis. Familiar with legal and regulatory requirements in the property management industry. Familiar with service level agreements, lease agreements and legalities surrounding such agreements. Excellent understanding of ASIB, ISIC and SANS10400 fire requirements pertaining to property insurance.
EXPERIENCE REQUIRED: Five or more years of related experience in industrial & commercial property management, with at least two or more years of supervisory experience.
SKILLS/ABILITIES: Excellent leadership abilities. Able to organise, coordinate, and direct team activities. Excellent problem-solving and decision making abilities, with a focus on delivering results timeously. Excellent communication and interpersonal skills, with the ability to build and maintain relationships with tenants, clients and vendors. Proficiency in property management software and other relevant tools.
Information :
- Company : Broll Property Group
- Position : Operations Manager
- Location : Cape Town, Western Cape
- Country : ZA
