Property Coordinator True Group

Key Duties/ Responsibilities:

• Responsible for the day-to-day management and operations of the property portfolio including:
• Commercial: manage tenant relations, maintain high occupancy rates, undertake marketing efforts for lettings.
• Management: manage, supervision and train building supervisors and property team
• Facilities management: manage property maintenance and repairs (including regular inspections), supervising contractors and service providers.
• Financial:  collaborate on budgeting (revenue, service charge, expenses) with other departments and provide ongoing reports and forecasts. Ensure budgets and targets are tracked and achieved.
• Reporting: provide regular written reports and presentations to management and other departments.
• Scheduling and supervising preventative and scheduled maintenance and emergency interventions
• Compliance and controls:  ensure regulatory and safety compliance, draft and implement processes and controls

Job duties:

General Management:

• Daily management, supervision and communication with building supervisors, maintenance and security teams to ensure premises are always operating in suitable and safe conditions.
• Interact and communicate regularly with tenants in person, over the phone or in writing/email to resolve any queries or issues in a timely and satisfactory manner.
• Enforce terms of rental agreements and ensure compliance with relevant laws and regulations.
• Schedule property viewings and organize marketing efforts in order to maximise occupancy of premises under management
• Manage relationships with suppliers, vendors and partners.
• Provide regular recommendations and advice to management to optimize operations.

Financial:

• Responsible for timely rent collection and reporting, ensuring arrears and bad debts are minimized.
• Responsible for meeting financial objectives and for adhering to periodic budgets.
• Review and authorize expense requests from building supervisors and maintenance teams.
• Liaise and communicate regularly with finance department.

Regulatory:

• Responsible for compliance with all regulatory requirements including:
• Fire safety: servicing of fire equipment, fire escapes…
• Construction permits
• Certificate of occupation
• Business permits
• timely payment of land rates and rents
• Assist in drafting and implementing procedures, processes and controls in conjunction with staff under supervision and other departments (especially security SOPs and emergency response)
• Draft, edit, update and implement building operating manuals.

Staff management:

• Train, manage, supervise and evaluate staff including building supervisors, maintenance and security personnel.
• Direct and control all personnel and resources to ensure properties are properly maintained and management company objectives are met. 
• Interview, recruit and train new staff members when necessary. 
• Prepare annual reviews for supervised staff.

Maintenance & Repairs

• Carry out regular weekly detailed routine property inspections of each property in conjunction with other departments and review maintenance and security issues, safety processes and other operational issues.
• Maintain and coordinate schedule of preventative maintenance for all building equipment including generators, water pumps, tanks, fire and safety equipment, security equipment, electrical equipment, mechanical and sanitary equipment.  Supervise and assess maintenance personnel.
• Appointment and monitoring of contractors in line with company policy.
• Perform repair works in a timely and cost-effective manner.
• Liaise and communicate regularly with finance department.

Administrative:

• Draft, distribute, file and safeguard relevant tenant correspondence.
• Update and organize all information relating to properties and tenants including building plans, regulatory certificates, statutory documents, tenancy agreements.
• Ensure all relevant documents are scanned and filed in the respective location.
• Draft and present weekly, monthly and quarterly reports for management and other departments including reporting on tenancy matters, maintenance, repairs, security and any other suggested improvements.
• Maintain an updated database of suppliers, authorized contractors and service providers.
• Maintain a clean and organized workspace at all times (clean desk policy)
• Other assignments within the scope, spirit and purpose of the job as reasonable requested from time to time by management.
• Any other duties as assigned by the management from time to time and/or carried out currently but not included in this document

Education/Qualifications:

• Bachelor’s or Masters’ Degree.
• Minimum three to five years’ experience in the field real estate.
• Energetic and enthusiastic individual with the ability to work on their own initiative and independently with minimal supervision.
• High degree of personal and professional maturity.
• Excellent customer service and management skills.
• Ability to find solutions effectively.
• Excellent written and interpersonal communication skills