Reporting Line: Property Manager

Summary-Job purpose

The Property Officer is responsible for managing and overseeing the operations and maintenance of assigned properties. Key duties include conducting property inspections, handling lease administration, maintaining tenant relations, and ensuring compliance with applicable regulations. This role also ensures that all works and inspections are conducted in alignment with health, safety, and regulatory standards. The Property Officer plays a vital role in optimizing the value, performance, and overall efficiency of the organization’s property portfolio.

Key duties & responsibilites

Property Management

Conduct regular inspections of properties to identify maintenance needs, safety issues, and potential improvements.
Establish and prioritize facilities maintenance tasks on a daily basis.
Obtain competitive quotes, review contracts, and ensure that work is completed satisfactorily and within budget.
Coordinate and oversee repairs, renovations, and maintenance activities to ensure the properties are well-maintained and meet regulatory requirements.
Provide repairs and maintenance services, through third-parties, in accordance with company procedures and technical standards.
Manage, monitor and report on the performance of third-party service providers, including but not limited to, manned security, cleaning, pest-control, and maintenance contractors.
Report facilities maintenance tasks and any other query from tenants to the Property Manager on a daily basis.
Formally present progress on facilities maintenance tasks to the Property Manager on a weekly basis.
Monitor and manage property-related expenses, including utilities, maintenance contracts, and service providers, to ensure cost-effective operations.
Ensure that the standard operation procedures in place are adhered at all times.
Ensure all maintenance and repair works (including building, electrical, plumbing, structural, painting, other related M&E activities) are assessed for potential safety risks prior to execution.
Ensure that contractors and third parties follow safe systems of work and have valid permits to work where required.

Tenant Relations

Serve as the primary point of contact for tenants, addressing inquiries, concerns, and requests in a timely and professional manner.
Ensure that vacated leased premises are cleaned and readied for occupation by the new tenants.
Conduct regular tenant meetings and communicate relevant information regarding property policies, procedures, and updates. Circulate the minutes of meeting to tenant and Property Manager.
Liaise with tenants with respect to request for repairs, works and impact, if any, of the latter on operations.

Compliance and Safety

Ensure that properties are safe and void of any danger to their occupants, visitors, and workers at all times.
Assist in ensuring that properties within the portfolio meet all regulatory compliance requirements (fire certificates and evacuation plans, etc.).
Assist Property Manager in planning and executing fire and other relevant drills.
Implement and enforce organizational policies and procedures related to property management.
Address any compliance issues promptly and take appropriate corrective actions when necessary.
Carry out regular workplace safety inspections and ensure corrective actions are implemented.
Identify and report hazards, near-misses, and incidents to the Property Manager and assist in root cause analysis.
Ensure use of PPE and safety signage during maintenance or repair work.
Ensure contractors comply with the Occupational Safety and Health Act and company safety procedures.

Financial Management

Assist in the preparation and monitoring of property budgets, ensuring financial objectives are met.
Collect and record rental payments, fees, and deposits.
Prepare and share the utilities consumption report of the property on a monthly basis with the Property Manager.

Relationship Management

Build and maintain relationships with contractors, vendors, and service providers to ensure high-quality and cost-effective property maintenance and repairs.
Collaborate with internal teams, such as accounting, legal, and maintenance, to ensure efficient property operations.

Training and Development

Stay abreast of industry trends, technological advancements, and best practices in property management and maintenance.
Participate in training programs to enhance technical skills and knowledge.

Qualifications & other prerequisites

HSC
Diploma in Electrical or Mechanical Engineering, or equivalent
Conversant with building maintenance regulations and safety standards
Valid driving licence
At least 5 years' hands on experience in industrial mechanical/electromechanical field

Skills

Team player.
Dynamic and entrepreneurial.
Detail oriented and ability to prioritise work and meet deadlines.
Excellent organization skills.
Good communications skills -both written and verbal.
Ability to work under pressure.
Computer literate particularly in Excel and MS Office Suite.

Disclaimer

This job profile indicates the general nature and level of work expected of this position. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. The latter may be asked to perform other duties as required.

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Property Officer