Property & Maintenance Manager

SUMMARY:
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POSITION INFO:
Position: Property and Maintenance Manager Roles & Responsibilities: The Property & Maintenance Manager will be responsible for the timeous execution of all aspects relating to the day-to-day operational functions of the properties owned by the property company. •Day to day property management of a portfolio of properties owned by Spear and its subsidiaries (known as the portfolio); •Dealing with all property maintenance requirements on the portfolio; •Dealing with day-to-day tenant queries relating to building operations; •Managing all building contractors \/ suppliers working on the portfolio; •Conduct all incoming and outgoing inspections when tenants move in or out of the portfolio (In collaboration with the Leasing Manager\/s who will assist with ingoing inspections on new lets where required); •Management and quality control of tenant installations and approval of payment authorizations prior to payments being processed by head office; •Ensure all portfolio plant and equipment are serviced within the required time frames, within budget, and within annually scheduled requirements; •Manage all supplier contracts (SLA’s) ie: lifts, security, cleaning, utility management and ensure that they are delivering the required services as per the service level agreements Manage insurance claim processes on behalf of Spear REIT; •Ensure the portfolio is compliant to all required legislation at all times (including OH&S Act) as well as management of ASIB related insurance requirements; •Ensure the portfolio is always in a neat and clean state and in a state of good repair; •Directly manage and train all \/ any maintenance managers, building managers, and parking management staff on the portfolio; •Manage the preparation of all property related creditor payments due by Spear and \/ or its subsidiaries in compliance with the approved credit control system; •Keep record of all annual service requirement items relating to the portfolio (ie: fire, lift, air conditioning related items; •Timeous and courteous (professional) day to day communication with all tenants in the portfolio; •Regular report back to management on the status of the portfolio and bring to the attention of management any items that need urgent attention or intervention relating to the portfolio; •Always ensure that pro-active maintenance management is conducted on the portfolio and advise the management of areas that may be high risk or require greater care across the portfolio; •Ensure that all buildings are fitted with correct disclaimer and indemnity boards at all times; •Provide various property & maintenance reports to Group Operations & Maintenance Manager, Asset Manager, and COO and\/or CEO as and when required; •Preparation and input on the annual expense budget, control of the monthly expense budget, and monthly reporting on major budget variance items (budget vs actual); •Preparation and execution of tendering processes amongst suppliers; •Work closely with the acquisitions & disposals team, lease administration, and portfolio management team when the REIT acquires new assets to prepare for the take on the asset(s) and all related functions that come with such a process; •Ensuring a fair and robust procurement process to ensure that the REIT is achieving the best pricing possible from its suppliers; •Joint management of all building floor plans (interaction with Portfolio Managers, Lease Admin Managers & Leasing Managers) to ensure that information is correct. •All other duties which may be reasonably expected by the Company, relating to your position as Property & Maintenance Manager; •Full compliance with the company's policy