Property Officer

Location:

Northeast

Role Function:

Responsible and accountable for the performance of the property, the management of key in-house/out-source service providers (i.e. technician, security and cleaning team) of the property.

Duties And Responsibilities

The key responsibilities include:

• Responsible for the overall day-to-day maintenance and operations of Building systems in the building including but not limited to General Building Works, Plumbing & Sanitary System, Water Feature System, Auto Door System, CCTV System, AV System, Telecommunication, Wi-fi System, etc.;
• Develop, implement and supervise a Planned Preventive Maintenance Programme (PPMP) and comprehensive maintenance plan for all Building systems and soft services.
• Monitor and maintain the efficient and safe operation of all building related systems to ensure smooth operations
• Ensure all systems operate in accordance to the system design and operation intent;
• Plan and procure parts & maintenance services within set budgets;
• Coordinate and supervise maintenance activities to ensure contractors / vendors and technicians complete all repair and maintenance work and soft services within the required timelines and in accordance with the standards set by OMS/Management or required by relevant Codes of Practice.
• Set and define standards required of non-maintenance matters, such as security guards and cleaners uniforms, management office, work place security, cleaners store, etc.
• Review all areas regularly to determine whether cost - saving measures can be implemented without compromising on quality, durability or effectiveness.
• Set up a monitoring system to track repairs and replacements for regular update/check and control for any excessive occurrence.
• Monitor and detect any irregular utilities consumption and take appropriate actions when necessary.
• Follow up on matters after meetings.
• Review procedures on imposition of fines against contravention of House Rules by contractors or tenants.
• Set up inspection schedules on defects, cleanliness and other term contract works.
• Liaise with Property Executive / Senior Property Executive (M&E) and tenants on matters related to Building/M&E services.
• Arrange for handling of emergency situations such as power failure, burst pipe, gas leaks etc.
• Attend meetings with clients, term contractors or any other meetings as assigned by the Immediate Superior and to record and put up minutes.
• Keep updated records of all those warranties that are still in force.
• Conduct daily checks to ensure that the common areas are maintained like cleaning, landscaping, etc.
• Conduct regular inspections with the term contractors (cleaning, pest control, etc.) to ensure that the services are carried out / maintained to the standard set by the Management and or the authorities.
• Conduct daily checks on common property whether or not maintained by a term contractor to ensure their soundness and proper maintenance.
• Inspect/supervise/test plumbing fittings periodically to uncover any defects, by-pass timers and controls periodically to turn on lights to check for defective ones.
• Propose / recommend improvement, repairs and upgrading works when appropriate and ensure that such are carried out properly when approved.
• Monitor and furnish regular reports on any intrusions, irregularities or unsafe practices.
• Set procedures and contact numbers of persons to be contacted for dealing with emergency situations such as burst pipe, fire, power failures, structural damage, etc.
• Carry out ad-hoc project works to enhance the Building and related systems
• Coordinate tenant move-ins and move-outs including handing/taking over of premises.
• Build positive relationships with co-workers, clients and tenants.
• Respond to tenant needs and maintain positive relationships and high retention levels with all tenants.
• Liaise with tenants on repairs and maintenance works
• Review, approve and manage all tenant fit-out to ensure compliance with the Fit-Out Guide and Green Lease, and relevant authorities regulations.
• To monitor utilities consumption and take corrective measure if necessary for any irregularities.
• To review and recommend for approval cost-saving or cost-effective measures to reduce consumption.
• To lay down procedures and contract numbers of persons to be contacted for dealing with emergency situations such as pipe burst, fire, power failures, structural damage, etc.
• To ensure the implementation and maintenance of the OMS system in accordance to establish organizational standard.
• Prepare accurate, timely and complete reports, including monthly performance reports and variance reports for review by senior management
• Prepare annual budgets and quarterly reforecasts relating to the operating expenditure under your charge.
• Manage all accounts payable for the property, including collection, routing and approval of invoices.
• Review and reconcile ground lease rent and common area maintenance (CAM) recovery charges as needed.
• Respond to problems and concerns and ensures compliance with rules and regulations
• Prepare Expense Approvals and Proposal Papers for client's approval.
• Manage the delivery of excellent customer services consistent with the company's service standards and brand attributes.
• Forecast, plan and prepare annual marketing budget and monitor expenditure within the approved budget;
• Liaise with and ensure professional management of tenants, business partners, government agencies, vendors/suppliers.
• Prepare and submit monthly reports.
• Ensure all Asset Plan and Business Plan KPI's/targets are achieved, including but not limited to capital expenditure and OH&S.
• Lead and supervise the Security and Cleaning team to achieve set KPIs
• Work closely with the other departments to deliver the above duties.
  
  

Key Competencies & Performance Measures

• Proactive and solution oriented, friendly with assertive and personable nature.
• Demonstrate initiative and able to work independently.
• Experience in using Microsoft Word, Excel, PowerPoint.
• Decorous telephone etiquette.
• Successful completion of scheduled activities.
• Achieve KPI and SLA targets.
• Achieve target deliverables for business plans, monthly reports and budgets.
• Attain best value for money outcomes on service contracts and facilities cost services.
• Ensure that a high level of professionalism and customer service are maintained at all times.
• Ability to work under pressure and meet set timelines.
• Client and tenants customer satisfaction.
• Meet Standards and audit requirements.
• Achieve all financial and operational targets (KPIs).
• Deliver an exceptional Managing Agent service to the client, as reflected by client feedback.
• Receive high level of satisfaction from both tenants and clients in relation to building performance and execution of duties.