KEY RESPONSIBILITY

• Setting up the Communication chart between Owner and Management team on-site.
• Setting up the Communication chart between Management team and sub-contractors / services suppliers.
• Setting up organizational chart and job descriptions for all the staff under governance of the Management team.
• Preparation of the PRE-OPENING BUDGET –  including Initial Operation Investment –  additional
• Capital Investment if necessary  –  soft and grand opening ceremony cost  –management office fitting out –tools and material to start  - progressive HR needs, building signage need etc…
• Preparation of the first year PROFIT & LOSS budget  -  forecast all expenses associated to operation  –forecast all revenue possible. The property management budget technique is essential. It is the road map for good building governance because it institutes the mgt action plan. It is also the financial guideline/ frame to be respected.
• Evaluation of the service charge  –  the additional tenants charge and the apportionment technique.
• Setting up of the internal regulations for the office tenants i.e. OFFICE TENANT HANDBOOK.
• Setting up of the internal regulations for the retail tenants i.e. RETAIL TENANT HANDBOOK.
• Setting up of the FITTING OUT GUIDANCE BOOK.
• Reviewing of the Owner’s LEASE AGREEMENT and the checking of any discordance with office and retail tenants hand book as well as with fitting out guidance.
• Progressive recruitment process for all on site operational staff (inclusive and not exhaustive of administration staff, accountancy and financial staff, engineers, landscaper, guards, parking attendants, front office attendants, cleaners, etc…)  –  from top to bottom and in progression with the building construction finishing, taking account of the training needs and the general preparation before grand opening.
• Preparation of the management reports including Profit and loss statement  –tenancy report  – operation report –establishment of the periodicity.
• Selection, instruction and monitoring of external contractors based on an analysis versus budget to do it in-house or to outsource it comprising:
• M&E MAINTENANCE
• SECURITY
• PEST CONTROL
• GARDENING & LANDSCAPING
• COMMON AREA CLEANING
• EXTERNAL FAÇADE CLEANING
• Preparation of the Manager’s Standard Operating Procedures (to be followed by manager &
• staff)
• Setting up the management office, this must be done as soon as possible and when facilities are usable – calculating the size of the office and the communication system necessary.
• Preparing the soft and grand opening ceremony  –  who to invite  –  the press coverage  – conference – spectacle – decoration.
• Setting up and/or maintain building insurance  –  review the country regulation  –  the delegation to serious insurance company  -  the obligation to set up tenders under lawyers screening process.
• Review and recommendation of insurance, including:
• Extent of coverage
• Types of insurance required -Provision for special risks
• General risk management
• Setting up of Cleaning and housekeeping procedures
• Setting up of Security procedures
• Setting up of Repairs and maintenance procedures
• Setting up of Communication system and procedures
• Setting up of Front desk activities and procedures (if this activity to under Building management supervision)
• Setting up of Sourcing and Purchasing activities and procedures
• Setting up of Accountancy activities and procedures
• II.  ON-GOING MANAGEMENT PHASE
• Ensuring that the projects are managed and conducted in a proper and business like manner.
• Ensuring  to bring all operational support and relevant information to the commercial agent in charge for all vacant parts of the projects.
• Re-negotiating  with existing tenants for the exercise of options in, and renewal of, leases and to conduct rent renew negotiation.
• Hiring, training all necessary staff and ensuring  the properties are satisfactorily maintained and cleaned.
• Interacting  with  effective communication with all Department Heads, colleagues, and other business associates.
• Implementing  policies and procedures under the guidance of  Property Management department.
• Ensuring  all service requests/ needs from tenants, employees and management are attended and responded in a timely manner.
• Planning and implementing and administering the property management program.
• Conducting  weekly operations meeting and submit of meeting minute to Head Office for follow-up and actions where necessary.
• Preparing and submitting yearly Profit and loss budget.
• Conducting  weekly/ monthly inspection of the projects to ensure that they compliance with the relevant fire and safety laws.
• Representing  the owner in all matters and dealing with the  authority or any other person
• whomsoever in any way touching and concerning the general management.
• Dealing with suppliers and ensuring  that services/ products are performed in a professional and timely manner.
• Implementing and up-dating new procedure when needed.
• Ensuring  that all monthly/ quarterly/ yearly financial and management reports are prepared and submitted on time.
• Ensuring that all tenants observe and perform their obligations as stated in the leases.
• Ensuring  that proper supervision of maintenance of all common services including the air -conditioning system, fire equipment, swimming pool, electricity generators, security system and all other common services relating to the all projects.
• Ensuring that at all times all electrical and pluming or other equipment in the properties (including all lifts, air-conditioning, fire alarm and sprinkler systems) are functioning effectively.
• Taking  necessary steps to prevent obstruction of any of the common parts of each building and the loading and unloading bay (if any) or of the access/ drive way or parking spaces.
• Ensuring  that proper inventory of all hand over possession of the prem ises to all tenants and preparing  a list of all fixture and fittings located on the premises before handing over the possession of the premises to the all tenants.
• Ensuring  at all times  the proper performances by external contractors for all maintenance contracts with regards to equipment installation, services and repairs in the premises.
• Recording and attending to all tenants’ complaints, promptly and efficiently.
• Maintaining record of insurances and attending to claims.
• Preparing  and submitting  a monthly financial statements and a written report of each quarter which will include
• A cash flow summary
• Profit and loss summary
• Leasing report
• Ensuring  that the terms and conditions of the lease are in force from time to time, to charge to each tenant the correct proportion of any charges, outgoings or due debts and keep proper records of those charges, which record are to be opened for inspection by the owner.
• Preparing  and submitting  to the  owner on or before 1 November of each year, a proposed budget of income and expenditure for the following calendar year, that budget to include…
• A break down of income
• Expenditure
• Profit and loss summary for the 12 months period.
• Performing any other duties that are assigned by the HPM-HD.

REQUIREMENTS

• Strong understanding of operational duties in property management. Deep experiences in hotel and building management are advanced.
• Sound financial analyze skill and reports
• Attention to details and results-driven
• Strong leadership skill and time management skill
• Computer literacy, with excellent MS Office skills
• Good communication and negotiation skills
• Ability to interact with various cultures and all levels of management in a multinational environment.
• Ability to analyze / solve problems in a fast paced environment
• Multi tasking capabilities to accommodate a multi-unit organization.
• Required Work Experience:
• At least five years’ experience working in relevant position in property management.