Property Manager will be overall responsible for the day to day operations of the project to plan, guide and support the project toward a success by efficient management, well services provided.
JOB DESCRIPTION
Management system setting up
- Set up the pre-opening budget operations budget;
- Build up the organization chart and job descriptions for the Property Manager and all operational staffs;
- Establish resident’s handbook and fit out guidance book;
- Set up standard templates and prepare for reports including operational report, profit loss statement, periodical operation plan, etc.;
- Set up standard working procedures for staffs and sub contractors;
- Select and monitor sub contractors such as M&E maintenance, security service, pest control, gardening landscaping, janitorial service, etc.;
- Assist developer in handover process of the project and provide related documents;
Operation management
- Ensure that management and operations are in compliance with Savills' standard procedures;
- Maintain the highest level of development;
- Ensure the efficient operation of all machinery and equipment;
- Ensure that operations and maintenance processes are conducted correctly and legally;
- Take responsibility for establishing health and safety regulations;
- Ensure that all operations and maintenance procedures are in line with the developer's and their contractors' policies and agreements;
- Confirm the maintenance schedule, which must be updated in the monthly report;
- Coordinate with the Chief Engineer to effectively supervise maintenance staff and contractors;
- Collaborate with the Facility Management team to ensure the smooth execution of event-related tasks, such as technical work, security, sanitation, seating arrangements, equipment setup, etc., to ensure electrical safety, fire prevention, and the success of events;
- Work with the Facility Management (FM) Manager to ensure the stable operation of the project, providing support and serving as a backup during the FM's absence, and vice versa.
Human Resources Management
- Ensure that all new employees are formally introduced and welcomed at the office;
- Develop annual personal development plans for oneself and employees;
- Recruit, continuously train, and provide opportunities for development for each employee;
- Conduct performance evaluations for employees at least twice a year;
- Ensure that employees always adhere to Savills' ethical standards and codes of conduct;
- Ensure compliance with Savills Group policies for employees.
Accounting and Financial Services
- Strictly control all expenses related to property and maximize budget utilization to ensure adherence to approved budgets;
- Supervise the payment process for management fees and other fees to the Developer, as well as oversee the invoicing process for clients;
- Maintain records of all documents related to the payment process and accounts relevant to the management and operation of the current projects;
- Review and verify management fees, Savills' payroll expenses, and service contractor costs before submitting to the Developer. Monitor payment progress and report to the Head Office as necessary;
- Monitor and manage assigned tools such as Portal (request tool), epayment (payment tool), and epurchase (procurement tool);
- Conduct supplier evaluations;
- Establish procurement criteria, handle procurement, and evaluate bidding packages following Fsoft's purchasing procedures.
Training activities
- Coordinate with Savills' Head Office and subcontractors' Head Office to conduct training sessions for project staff on various topics:
- Security team: Implement patrol plans, report incidents promptly, distinguish different FPT card types, etc.
- Cleaning team: Organize work schedules efficiently for supervisors, train in identifying workspace abnormalities, provide professional cleaning skills training, etc.
- Collaborate with the Developer to organize training:
- Conduct information security and ISMS training for Building Management team and subcontractor employees on a regular basis (monthly/quarterly).
- Address environmental protection, waste classification, energy conservation practices, etc.
- Contribute to developing and refining training materials for onboarding and regular training sessions for the Building Management team and subcontractors. These materials cover:
- Specific aspects of the project.
- Project-specific information such as workspace configurations (open space vs. ODC space), meeting rooms, and project-related auxiliary services.
- Communication skills tailored for effective interaction with Fsoft employees, emphasizing politeness and professionalism.
- Fsoft procedures including asset management (Fsoft assets vs. personal assets).
- Report any incidents to the Senior Property Manager for guidance, support, and coordinate with the Building Management team/Developer to promptly address and provide suitable solutions for the Developer.
Audit activities
- Ensure that operational checklists and associated operational records are fully stored;
- Ensure Suppliers' diligent compliance in providing monthly records or upon request, serving the inspection process rigorously to ensure compliance with Fsoft policies such as ISO 14000, ISO 9000, and policies related to ESG, among others;
- Participate alongside the Developer in preparing audit documentation and attending audit sessions, as well as interviews with experts as needed.
Property Cube app
- Ensure oneself and subordinates are proficient in using the Property Cube software and regularly update the system, deploying it in accordance with policies, regulations, and requirements from the Head Office.
- Collaborate with the Head Office to facilitate the implementation of the Property Cube application for the Developer.
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