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Develop Guidelines, Rules, and Regulations specific to the Property Site condition management
- Ensure these are implemented and followed by all Stakeholders.
- Conduct regular site inspections and address issues with the relevant stakeholders within agreed timeframes
- Develop and recommend improvement plans for the property
- Ensure any defects, snags, breaches in property are addressed and closed
- Uphold Property Cleanliness and Standard Maintenance
- Ensure sites are maintained to the required contractual, legal regulations and KAIZEN
standards.
- HSE Compliance.
- Manage all onsite projects.
- Manage onsite team members.”
“Tendering/reviewing, negotiating/renewing/closing project supplier agreements (SLA’s)
- Preparing RFP’s and RFQ’s
- Ensuring that correct procedures & software are used for all procurement activities
- Establishing and enforcing KPI’s for Supplier’s contracts
- Ensuring that the scope for all work orders, SLA’s and projects are accurately defined
- Monitoring execution of contracts and ensuring that these are meeting scope and standards.
- Organization and chairing of supplier meetings to resolve performance issues
- Regular meeting with FM and Security”
“Drafting/verification and enforcement of PM Project HSE Plans and Procedures.
- Keeping HSE plans and procedures up to date.
- Arranging for Communications regarding all HSE plans.
- Keeping records re HSE related certificates and documentation.
- Keeping PPM certificates up to date.
- Proposing and implementing Insurance Plans.
- Monitor and manage Tenant’s compliance re HSE obligations under the Lease and
Authority Guidelines.
- Handling of emergencies per internal policy and procedures.
- Hold Fire Drill in the property (Annual or as required by the Authority).
- Management of compliance with regulations.
- Manage inventory and access cards.
- Ensure having the right insurance and valid certificates.”
“• Preparation of Annual Project Budgets
- Management of Project Receipts, Costs & Expenditures
- Ensure Collection and administration of Lease Payments (including Legal Action)
- Ensure invoicing for service charges & rentals are completed.
- Review expenditures and implement cost saving approaches.
- Ensure Management fee collection on time.
- Ensure the Renewal of KAIZEN Management Contracts with Clients.
- lead energy reduction for the portfolio”
“Increase and/or Maintain Occupancy as per KPIs.
- Marketing of the property as per contract requirements
- Property viewings and Tenant (KYC) vetting.
- Advisory regarding Lease/ Rental rates incl. market Study on Rental market (Quarterly)
- Handling of Lease Contracts Incl. Renewals
- Manage Move Ins and Move Outs.
- Collection of Rent payments.
- Ensure the tenant renewal notices and invoices are sent on time. Renewal notices to be sent 3 months prior to the expiration.
- Outfit and Retrofit management of Leased Units.
- Handling of queries and complaints by Tenants and Landlord.
” · Daily management of FM/ Procurement Team
· Allocating of tasks within FM / Procurement Team
· Monitoring of execution tasks and results by team
· Ensure staff know and follow company policies and procedures
· Conduct staff appraisals and reviews
· Recommend training and development plans
· Ensuring healthy working environment in the office
· Ensuring KAIZEN values are lived up to”
6. Comprehensive Strata Building Insurance is in place in all projects.
7.All regulatory required certificates are available and updated in the projects (SIRA Certificate, water testing reports etc).
8. All service providers contracts are active and timely renewed or tendered before 90 of its expiry date.
9. Monthly Report is submitted by the FM Service Providers every 5th of the month.”
“Coordinate with escrow compliance officer and adhere to requirements requested by escrow compliance officer so that:
1. New buildings/ projects are registered in Mollak within Fifteen (15) working days from the time the contract is signed or the letter of award is received from the Developer.
Supervise and Monitor experience managers in order to make sure:
1. Mollak budgets are prepared along with all annexures and submitted to Mollak budget review auditors within 30 days of new financial year
2. All information requested from accounts department is provided timely in order to make sure audit reports of previous financial year are finalized and attested from Ministry of Economics within 30 days of new financial year.
3. The Mollak budget review is submitted for review at RERA within 40 days of new financial year.”
“Closely monitor and supervise experience managers so that:
a. They are professionally handling the communications and management of owners committee and owners committee duties as per Duties of Owners Committees Article (24).
b. Owners Committees are regularly convened every three (3) months, i.e. four (4) times a year; and its first meeting will be convened within thirty (30) days from the date of its constitution.
c. Meetings of the Owners Committees are valid by attendence of a majority of its members, with its chairman or vice chairman in attendance.
D. Ensure each building have its Owners Committee.”
“Work closely with Experience Manager Team to make sure that the team :
1. Evaluate contractors, suppliers and service provider’s quotation to ensure that they are in line with the technical and commercial specifications required for the project.
2. Supervise daily operational purchasing needs such as planning, issuing and following up on purchase orders delivery and shipment schedules. Coordinate with communication excellence team for issuance of LPO through them.
3. Review deliveries against orders.
4. Manage any Service Level Agreements that may be in place Finalize purchase details of orders and deliveries.
5. Negotiate with external contractors, suppliers and service providers to secure advantageous terms.
6. Use RERA guidelines during the procurement / tendering process.
7. Have all contracts signed and with KPIs and SLAs and Kaizen terms and conditions.
8. Prepare RFP and share with communication excellence team for tendering purpose.
9. Keep AMC Contracts in all projects active, not publish.
10. Before 90 days of contract expiry, conduct the tendering process.
10. Tendering process are started 90 days before contract expiry.
11. The process of LPO issuance runs smooth.
12. All vendors are approved and registered by KAIZEN prior to issuing RFP’s.”
“1. Ensure maximum automations and innovations in all processes and procedures of the buildings.
2. Conduct a quarterly review, update, improvement to our policies and procedures.”
“1. Zero paper work procedures.
2. Maintain KAIZEN Standards on site and buildings as per Kaizen document retention policy
3. Ensure the team follows Data Room Policy.”
Making sure all experience managers keep updating the knowledge base sheet with all the required project information and operational matter (maintenance issues) which will be useful for the call center and communication excellence team to be updated to handle unit owners / residents querries and issues.
“Work closely with experience manager team in order to:
1. Implement cost saving methods.
2. Implement Energy saving methods. Making sure project(s) is/are working on energy efficiency projects (LED lights / Sensors / Chiller maintenance / solar energy etc).
3. Energy Performance Management Report must be submitted to the director of OA on a quarterly basis.
4. Select the projects where the energy-saving initiative would be applicable for implementation, preparing the timeline and analyze the results/outcome.
5. Monitor and coordinate with Collection team – Communication excellence division in order to make sure that the service charges account have enough funds for the clearing of all utiliies and service providers payments on monthly basis.”
“Work closely with experience manager team in order to ensure:
1. Monitoring of execution of tasks and results.
2.Implement people management.
3.Monitoring of experience managers team member performance.
4.Conduct experience manager team member appraisals on quarterly basis.”
“1. Monthly Report submission of all respective portfolio projects to Senior Manager by every 15th of each month.
2. Monthly Report in all respective portfolio projects to be received by the FM Service providers every 5th of the month and by experience managers by 10th of the month.
3. Submiting the reports / assignments given by the senior manager within the given time line.”
Requirements
Key Competencies:
- Leadership Skills
- Problem Analysis & Problem Solving
- Decision Maker
- Accuracy in Execution
