Property & Maintenance Manager

**RESPONSIBILITIES**
- Provide input into employee structure planning and implement approved plans to ensure that the team is suitably staffed.
- Plan, organise, lead and control staff activities to ensure sub-functional objectives are met or exceeded.
- Ensure effective communication within the department.
- Review lease conditions and expiration dates on a monthly basis and inform the relevant Business Units accordingly.
- Effectively manage leases in liaison with relevant Business Units.
- Ensure that lease rentals are adjusted annually on 1 April.
- Ensure that lease agreements are in place before site occupation documents are issued.
- Consult with tenants regarding their monthly rental and utilities accounts.
- Manage lase conditions of tenants and liaise with relevant Business Units.
- Ensure that the lease and vacancy schedule is updated on a monthly basis.
- Manage the estate management operations of the RBIDZ.
- Ensure that infrastructure is functional and operational at all times.
- Manage outsourced resources which are on site.
- Ensure assets owned by the RBIDZ are managed to achieve the best possible return on investment.
- Undertake annual evaluation of existing RBIDZ properties and land to ensure that property standards are maintained within RBIDZ standards and all other relevant legislation.
- Ensure that company policies and procedures are consistently applied to required standards.
- Ensure that the zone rules are applied by locators.
- Ensure all round awareness of the need to protect and maintain infrastructure.
- Ensure that assets are insured and that insurance claims are being processed efficiently and correctly.
- Oversee budget, year-end accounts memos / municipal accounts and quarterly client statement process to ensure that timescales are met and review accounting information to ensure accuracy.
- Carry out regular weekly site visits to ensure all infrastructure and buildings are in good order.
- Develop maintenance plans and procure service providers for maintenance purposes.
- Prepare documentation for the procurement of maintenance service providers.
- Coordinate and plan maintenance activities.
- Maintain appropriate documentation of maintenance schedules, equipment installations, structural repairs and work orders and other operating reports for each facility and or location.
- Manage emergency repairs on RBIDZ premises.
- Oversee day to day maintenance of common property.
- Oversee day to day, contracted and cyclical maintenance.
- Review pending Service Requests and provide direction to maintenance staff as required so the work is completed.
- Inspect the property at least weekly to ensure positive curb appeal.
- Ensure that the grounds and common areas are maintained, and complete and monitor service requests for work identified.
- Maintenance follow-up communication with a tenant to ensure work was completed to their satisfaction.
- Coordinate and schedule Preventive Maintenance - prepare schedule, notify tenants, assign to maintenance staff utilizing service request and/or checklist system.
- Coordinate alien plant control, pest control/termite treatments.
- Monitors completion of job assignments through frequent field observation and inspections to ensure compliance with standards and instruction and revises instructions and time frames as necessary.
- Provide direction and coordinate daily workflow for office and maintenance employees.
- Manage finances related to the provision of estate management services.
- Manage access and security of the assets management system and data therein.
- Ensure that asset database is updated in accordance with international best practice and changes in business procedure.
- Manage tenant’s complaints and action rectification.
- Ensure that utility meter readings are captured on a monthly basis and submitted to finance department for payment processing.
- Undertake utilities studies to ensure losses are recovered and minimised, and monthly recoveries are monitored and interventions, if any discrepancies, are applied in liaison with Finance Unit.
- Manage all RBIDZ fleet by ensuring all vehicles are in safe working conditions, trackers operational and monitored, fuel cards budget reviewed annually and operational in liaison with Finance Unit, maintained to manufacturer specification and operational at all times.
- Undertake minor or medium or large scale projects of varying nature as-and-when directed by the organisation from planning, development of detailed terms-of-references (inclusive of technical specifications, bills of quantities, drawings, material schedules and etc).
- Carry out construction supervision, testing, commissioning until completion stage, to ensure all RBIDZ infrastructure is fully compliant with prevailing legislations, functional and operational, and accordingly supporting the operations of internal and external stakeholders.
- Assist other organisational departments as-and-when required bases.

**MINIMUM REQUI