Operations Manager

**POSITION PURPOSE**

Responsible for planning, organizing, and directing the activities of the assigned property Portfolio. Oversees leasing contracts, 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. Develops and implements departmental policies and procedures and ensures that all operations are in accordance with established health and safety regulations. Ensures that services purchased are of acceptable quality at the least possible cost. Keeps Senior Management well informed of area activities and significant problems. Trains, directs, and appraises assigned personnel.

**ESSENTIAL FUNCTIONS AND BASIC DUTIES**

**1. Assumes responsibility for the planning, development, and implementation of effective operations management policies, procedures, and planning.**
a. Assists Senior Management in developing short and long term goals and plans. Assists with long and short term budget projections.
b. Executes established operational goals and ensures that corporate wide plans are complemented and supported.
c. Assists in developing policies and procedures for property operations. Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.

**2. Assumes responsibility for the effective operations management of properties and facilities.**
a. Coordinates and arranges third party services of maintenance contractors, suppliers, vendors, etc. Liaises with contractors, service providers and assigned staff on daily basisto ensure key operational requirements are constantly fulfilled.
b. Liaises with tenants and onsite assigned staff with regards to operational problems, break downs, repairs & maintenance, operational queries and maintains a fault centre as required by senior management.
c. Physically Responds to Security incidents, urgent maintenance & repairs, emergencies and any occasion deemed necessary by senior management. Including but not limited to: Business robbery, theft of assets, catastrophic failure of mechanical equipment, fires, structural collapse, emergency evacuations, death or injury on the property, altercations, disputes and client requests.
d. Day to day monitoring, management and coordination of:

- Tenant and customer/visitor queries & complaints
- Fault tracking portals
- Operational Procurement
- Risk and Compliance
- Security, access control & surveillance.
- HVAC
- Cleaning
- Hygiene, Consumables and Sanitary Equipment.
- Pest Control & Fumigation
- Refuse Management, waste disposal and recycling
- Parking Management
- Utilities
- Grounds keeping and garden maintenance
- Onsite assigned maintenance staff
- Onsite assigned building staff/ support staff
- Mechanical Equipment (Generators, Lifts, Escalators, hoists, pumps etc.)
- All third party service contracts and service level agreements
- Ad hoc contractors and suppliers
- Exhibitions and Functions
- Any key operational elements deemed necessary by senior management

e. Inspects completed works/fulfillment of orders and approves invoices for payement.
f. Establishes scope of works and Issues tender documents in accordance with company policy. (Issues a basic scope of works to contractors
g. Ensures appropriate recoveries of ad hoc charges to tenants.
h. Manages space planning. Ensures that the property layout will accommodate present and future operational and space requirements.
i. Conducts routine inspections of facilities, identifies problems and requirements, and implements improvements in operations as appropriate.
j. Coordinates maintenance activities. Ensures that facilities are compliant, clean, secure, well maintained, and in good repair. Directs preventive maintenance procedures as appropriate.
k. Ensures that property operations are in compliance with established procedures, policies, regulations and codes.
l. Creates, compiles and reports on operational budgets, maintenance plans and capex budgets. Monitors and controls expenditure efficiently and implements mitigative strategies to remain within budget constraints where required.
m. Motivates expenditure and requests client approvals where required and in line with company policy.
n. Compiles monthly operational overviews and reports in line with reporting deadlines and as required by senior management.
o. Compiles operational agendas and attends client meetings as required by senior management.
p. Ensures timeous completion of items on the operational agenda.
q. Monitors resources and implements strategies to ensure efficient use of electricity, water, fuel, consumables, attic stock and materials.
r. Compiles, updates and maintains operational files in accordance with company policy and as required by senior management.
s. Collaborates with clients to understand their goals and objectives, and provide recommendations to maximize property performance and profitability.
t. Oversees tenant movement