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The role is to report directly to the Senior Director- Head of Building Management-(PAMS). Representing the onsite PM team. This will involve leading and overseeing the quality assurance and quality control of the day-to-day property management services operations transitions management (which involves taking the building into a multi-let asset) in accordance with the best practices in the industry.
The candidate shall be able to confidently oversee the provision of OPEX and CAPEX budgeting requirements overview financial forecasts and P&Ls; prepare and submit weekly monthly quarterly and annual reports to the clients; the preparation of governance documents property operations plan guidelines property regulations/rules policies and procedures procurement request for approvals etc. The candidate shall be knowledgeable and confident enough to lead a team and consult with clients tenants and contractors exercising good negotiation skills with experienced professionals in multinational organisations. Ensure the TFM service providers adhere to their KPI and SLA requirements; and abide by any relevant authorities all laws decrees local municipality codes of practice and legislation of the UAE and specifically in the Emirate of Dubai.
The candidate will be responsible for the maintenance and accuracy of the property management systems (CRM/BMS/CAFM/BIM) and ensure that the TFM service providers are keeping systems up to date and that the TFM staff receive training and advice on using the systems.
The candidate will be responsible for liaising and advising the Clients on changes to local law and legislation that may affect the operations of the property and seek approval and direction on implementing / cascading directives that will affect the day-to-day operations of the site.
The candidate will have a close working relationship with the Clients Facility Manager Administrator TFM service providers Leasing Agents and other Stakeholders to ensure effective communication and teamwork/synergy between the various departments.
The candidate will be responsible for reviewing the clients contract with the TFM service providers ensuring the proficient delivery of the scope of works and specification of services detailed within them so that all activities that are required are in place to operate the property efficiently and effectively.
The candidate will facilitate and undertake property and asset management services of the property which includes but is not limited to the following: -
a) HSE Requirements and Building Inspections (including permits method statements
for works HSE Tenant representation & communication fire drill planning and
fit-out supervision etc.)
b) Policies and Procedures
c) New Leases & Lease Renewals and Variations
d) Tenant Database Management (contacts / documents / correspondence
e) Management of the site-based team TFM service providers Front of House Stakeholders etc.
f) Document Control
g) FM Strategy / Management and Verification of the PPM Maintenance (Inc.
specialist maintenance and communication where necessary to tenants
h) Cleaning (internal and external schedules and operational plans and any
necessary communications to tenants)
i) Security Management Plan (SMP) (in coordination with the security
service provider. This should include SOPs as well as Emergency
Evacuation Planning for various incidents including fire bomb
terrorism. The SMP will also cover access control / CCTV / Control
Room monitoring / roaming inspections carpark management etc.)
j) Parking Management and Allocation
k) Waste Collection Strategy
l) Office Deliveries
m) Front of House Service and Delivery
n) Post Room
o) Food Deliveries
p) Oversight of the communal facilities (Business Centre Auditorium Gym and Cafeteria)
q) Business Continuity Planning (BCP)
r) Oversight of client issued invoicing (for rental service charge late fees returned cheques etc.)
s) Collections (for rent / service charge and receipting)
t) Coordination required client payments for Invoiced OPEX
u) Procurement Strategy for OPEX and CAPEX
v) Client Reporting (monthly / annually)
w) Preparations for Special Occasions Ramadan/National Day/Christmas etc.
x) Cyclical Reporting (input and compilation of information regarding property
management / leasing / finance / HSE and legislative requirements / risks /
facility management / energy management / tenant fit out.
z) Fees and violations to be applied to tenants in the Property
The candidate via a traffic light system shall itemise all Property HSE issues including but not limited to access / egress / pedestrian access to the property and carpark / evacuation routes/ safe lines of site / turning points / common area furniture and seating / power outlets / fixtures and fittings / staircases / material specification / alarm systems / emergency lighting systems / lift operations / non slip surfaces / glazing issues / handrails / access control / emergency equipment / incident and accident report actions etc.; and use best endeavors to follow up and resolve all issues.
The candidate will pre-qualify and evaluate contractors or vendors to contract directly with the client for the maintenance and security of the Property. The candidate shall prepare the information required to tender which includes but is not limited to scope specifications service level agreements key performance indicators etc.; but the commercial Request for Proposal (RFP) process shall be run through the Clients Central Procurement Department.
The candidate will perform all functions and responsibilities which may not be expressly mentioned in the Clients contract but that are necessary for the proper performance of services and the conducting of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice.
Skills Required:
Graduate degrees and or relevant accreditations
Operationally astute and proficient
Transitions management experience
Experience working directly for and on behalf of a Landlord or Client
Microsoft Word / Excel / PowerPoint
Fluent English verbal and written
Excellent telecommunication and customer service
Experience of using property management CRM systems
Man-management / People management
Location:
On-site Dubai AREIf this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!
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Required Experience:
Manager
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