Operations Manager

Working Conditions

Own Transport • Valid driver’s license

Ability to work after hours and on weekends when required.

Main Purpose

Responsible for planning, organising, and directing the activities of the buildings. 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.

Duties and responsibilities:

1. To manage and respond timeously to technical complaints and queries received by tenants and identify trends in complaints.
2. To manage the relationship with the tenants.
3. To conduct inspections, including technical, housekeeping, service contract and take on and take back inspections.
4. Manage and control all maintenance / stock control inventory / spares and tools.
5. To prepare required reports and feedback reports to management.
6. To stay abreast of changing technical market trends.
7. Establishing a mandate from the Property Manager regarding the maintenance procedures to be followed in respect of buildings.
8. Preparing detailed annual building inspection reports on all properties in the portfolio.
9. Ensuring that all maintenance and service contract requirements are properly monitored and addressed. These include – but are not limited to:
   • Security
   • Cleaning
   • Plumbing
   • Structural repairs
   • Access control
   • Tenant handovers and take backs
   • Tenant installations
   • Preventative maintenance
   • Formulation of maintenance budgets
   • Air-conditioning
   • Pest control
   • Roof repairs
   • Fire equipment
   • Painting
   • Gardening
   • Electrical
   • Lifts and escalators
10. The periodic and structured inspection of units (premises), buildings and properties within the portfolio to establish maintenance requirements.
11. Establishing of liability in respect maintenance requirements.
12. Taking appropriate action to ensure that maintenance requirements are met by tenants, where necessary.
13. Obtaining alternative quotations, the evaluation thereof, the recommendation thereof to the fund and the subsequent authorisation for repair of maintenance requirements considered to be the landlord’s liability in accordance with our respective clients’ mandates.
14. Adhering to the company’s approved contractors’ schedule and the appointment of contractors and service suppliers, as necessary.
15. Supervising of contracts during performance and services under supply to ensure that such contracts are properly and timeously performed.
16. Checking and authorising of maintenance related accounts for payment.
17. Compiling and implementing preventative maintenance programmes and the regular review of contracts entered into in respect of buildings.
18. Compiling maintenance status reports and working documents.
19. Compiling improvement and refurbishment recommendation to the fund to improve the asset value of buildings.
20. The appropriate managing of the insurable risk aspects of each fixed property development.
21. Compiling and submitting all insurance claims.
22. Ensuring that the terms and conditions of the Occupational Health and Safety Act number 85 of 1993 are applied throughout the portfolio of buildings during the maintenance procedures and applications.
23. Adhering to the property management procedural manual.

Requirements/Skills

1. Grade 12, Diploma / Degree in Building Science/ Facilities Management.
2. Demonstrable understanding of Property Management Competencies.
3. Knowledge of safety, fire, and emergency procedures.
4. Knowledge of the Occupational Health and Safety Act.
5. Superb customer relations management skills.
6. 5 years’ experience.
7. Good planning, time management and communication skills.
8. Report writing skills.
9. Comfortable in conflict resolution.
10. Stakeholder management skills.
11. Financial, Budgeting and cost control experience.
12. Project Management skills.
13. Computer literate (full MS package).
14. Ability to operate independently.
15. Shopping Centre / Retail /Commercial Experience will be advantageous.