Property Portfolio Manager at DigiOutsource

What you’ll be doing

As part of your role, your responsibilities will include:

• Budgeting and Cost Control
• Prepare and manage the property management budget, allocating resources for maintenance, repairs, services, renovations, and operational expenses
• Analyze expenditure, identify cost-saving opportunities, and monitor the performance of maintenance activities against budgetary goals and KPIs, striving for continuous improvement and financial efficiency
• Ensure that all property management activities represent value for money, driving cost-effective solutions without compromising the quality or longevity of the office park's infrastructure
• Tenant Relations
• Act as a liaison between tenants and the property management team, proactively addressing tenant needs, concerns, and service requests
• Conduct regular meetings with tenants to gather feedback, communicate upcoming maintenance activities, and provide updates on property management initiatives
• Foster positive relationships with tenants by delivering high-quality services, adhering to agreed-upon service level standards, and striving to exceed tenant expectations at every opportunity
• Sustainability Initiatives
• Identify opportunities to minimize the environmental impact of the office park's operations by implementing energy-efficient technologies, waste reduction strategies, and sustainable maintenance practices
• Collaborate with internal and external stakeholders to promote sustainability initiatives and track performance against established environmental KPIs
• Develop and leverage partnerships with vendors and suppliers who share the office park's commitment to environmental stewardship, enhancing the park's reputation as an environmentally responsible establishment
• Maintenance Planning and Execution
• Collaborate with the maintenance team to develop a robust preventive maintenance schedule for all equipment, systems, and facilities within the office park
• Monitor the execution of maintenance activities, ensuring that work is conducted in compliance with applicable regulations, industry standards, and manufacturer's recommendations
• Implement a system for tracking maintenance history, equipment performance, and work order completion to facilitate data-driven decision-making and optimize resource allocation
• Vendor Management
• Evaluate vendor performance, quality of service, and adherence to contractual terms, and establish key performance indicators (KPIs) to measure and improve service delivery
• Negotiate contracts, review proposals, and manage the relationship with external service providers, seeking to secure competitive pricing without compromising service quality
• Oversee the procurement process for materials, equipment, and services, ensuring that vendors meet the office park's standards for safety, efficiency, and sustainability
• Compliance and Safety
• Ensure that all buildings and infrastructure comply with relevant health, safety, and environmental regulations, conducting regular audits and inspections to identify and address potential risks
• Develop and maintain emergency response protocols, organizing training sessions and drills to prepare staff for crisis situations and mitigating the impact of emergencies
• Advise management on necessary safety and compliance improvements, implementing corrective actions to rectify deficiencies and ensure full adherence to regulations
• Team Leadership
• Lead, mentor, and guide the property management team, fostering a culture of accountability, continuous improvement, and open communication
• Delegate tasks, set performance expectations, and support professional development opportunities for team members, nurturing a skilled and motivated workforce
• Drive team productivity by setting clear objectives, providing regular feedback, and recognizing exceptional performance while addressing any performance issues in a timely and constructive manner
• This job description is not intended to be an exhaustive list of responsibilities. You may be required to complete other reasonable duties in order to achieve business objectives.

Essential skills you’ll bring to the table

• The necessary skills that we require for this role include:
• Strong knowledge of building systems, maintenance practices, and regulatory requirements, including environmental best practice and occupational health & safety standards
• Vendor management, contract negotiation and contract management experience
• Proficiency in budget management, vendor negotiations, and contract administration
• Leadership and decision-making abilities, with demonstrated problem-solving and conflict resolution skills
• Bachelor's degree in Facilities Management, Real Estate, Engineering, Business Administration, or related field
• Proven experience in building & facilities management, preferably within a corporate office park or commercial real estate environment
• Minimum years of proven experience (5-7) years in facilities and/or building and maintenance management 
• Compliance and safety expertise
• Excellent interpersonal and communication skills, with the ability to interact effectively with diverse stakeholder

Desirable skills you’ve got up your sleeve

• It would be great if you also have some of the following skills:
• Certified Facility Manager (CFM) credential, or equivalent.
• Project Management certification
• SHEQ practitioner certification
• Sustainability and ESG knowledge
• Our values are non-negotiables
• Our culture is underpinned by core values that are linked to key behavioural competencies. Along with the below behavioural competencies, these are essential for all employees in order for you to embed in and drive our culture forward.
• These competencies are:
• Adaptability
• Ownership and accountability
• Initiating action
• Resilience
• Team orientation
• Integrity
• Innovation