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Job Summary
The Building and Operations Manager is responsible for the operational performance and service delivery across aportfolio of commercial properties. The role ensures that all buildings assigned are maintained to high standards,
operate efficiently, and provide a safe, compliant, and customer-focused environment for occupants.
This role focuses on facilities management, contractor oversight, building manager oversight, maintenance
planning, compliance, and operational cost control. The Building and Operations Manager works closely with
Portfolio Managers and trustees to align operational delivery with financial objectives, while ensuring optimal
building performance across the portfolio.
Building Management
• Oversee routine maintenance and emergency repairs to ensure the building's safety and functionality.
• Coordinate with contractors and service providers for specialized repairs or upgrades.
• Conduct regular inspections of the building’s systems (e.g., HVAC, plumbing, electrical) to identify and
address any issues.
• Serve as the main point of contact for occupants, addressing their concerns and resolving any issues
promptly.
• Facilitate move-ins and move-outs, including inspections and key management.
• Ensure occupant compliance with building policies and lease agreements.
• Ensure the building complies with all local, state, and federal regulations, including health and safety codes.
• Implement and maintain security protocols, including fire safety procedures and alarm systems.
• Organize and supervise emergency drills and procedures.
• Assist in budget preparation and manage the building's operating expenses.
• Approve and monitor expenditures related to maintenance and repairs.
• Collect rent and manage the process for late payments or evictions, if necessary.
• Maintain accurate records of maintenance activities, occupant interactions, and financial transactions
Prepare reports on the building’s condition, occupant issues, and financial performance for property owners
or management.
• Coordinate leasing activities, including marketing vacant spaces and negotiating lease agreements.
• Supervise any on-site staff, such as janitors, security personnel, or maintenance workers.
• Manage relationships with external vendors and service providers, including negotiating contracts and
overseeing service delivery.
Facilities and Operations Management
• Oversee daily operations across multiple buildings within the portfolio.
• Oversee building managers appointed at buildings in the portfolio.
• Ensure all properties are maintained in a safe, functional, and high-quality condition.
• Develop and implement preventative and reactive maintenance plans.
• Standardise operational procedures across all buildings.
• Conduct regular site inspections to ensure compliance with operational standards.
• Monitor building performance, including utilities, equipment uptime, and service delivery.
Maintenance and Contractor Management
• Appoint and manage service providers in line with procurement policies.
• Oversee contractor performance, service level agreements (SLAs), and KPIs.
• Ensure all maintenance work is properly scoped, approved, and completed on time.
• Validate that all contractor work is supported by approved work orders.
• Manage major repairs, refurbishments, and capital expenditure projects.
• Ensure adherence to maintenance schedules for critical equipment (HVAC, lifts, etc.).
Budgeting and Cost Control
• Prepare and manage operational budgets for all buildings.
• Monitor monthly expenditure against approved budgets.
• Identify cost-saving opportunities without compromising service quality.
• Review and approve operational expenses and invoices.
• Ensure accurate accruals and cost allocations before month-end.
• Provide input into annual budgeting processes with Portfolio Managers.
Health, Safety and Compliance
• Ensure all buildings comply with health, safety, and environmental regulations.
• Maintain valid compliance certifications (e.g., fire, electrical, lifts).
• Conduct risk assessments and ensure mitigation measures are implemented.
• Manage incident reporting and corrective actions.
• Ensure service providers comply with statutory and safety requirements.
Occupant Service Delivery
• Ensure high levels of occupant satisfaction through efficient service delivery.
• Respond to operational queries and complaints within 24 hours.
• Work closely with Portfolio Managers to support occupant retention strategies.
Utilities and Sustainability Management
• Monitor and manage utilities consumption (water, electricity).
• Identify and implement energy-saving and sustainability initiatives.
• Track and report on utility usage and cost trends.
• Ensure accurate meter readings and recoveries where applicable.
Reporting and Performance Management
• Prepare monthly operational reports including:
➢ Maintenance activities
➢ Contractor performance
➢ Compliance status
➢ Budget vs actual expenditure
➢ Key operational risks
• Track and report on KPIs across the portfolio.
• Implement continuous improvement initiatives.
Ad Hoc Responsibilities
• Support other portfolios or regions as required.
• Assist in due diligence for new property acquisitions.
• Participate in special projects and operational audits.
Requirements
Bachelor’s degree or diploma in:• Facilities Management
• Engineering (Mechanical / Electrical / Civil)
• Building Science / Construction Management
• Property Management (with strong technical focus)
• Professional certifications (advantageous):
• Facilities Management accreditation
• Health & Safety certifications (e.g., SAMTRAC)
• 5–8 years’ experience in facilities or operations management
• Minimum 3–5 years managing multiple commercial buildings
Proven experience in:
• Multi-site facilities or operations management
• Contractor and service provider management
• Maintenance planning and execution
Strong technical understanding of building systems (HVAC, electrical, plumbing)
• Solid financial and cost management skills
• Knowledge of health and safety regulations
• Contractor and SLA management expertise
• Strong problem-solving and decision-making skills
• Excellent communication and stakeholder management
• High attention to detail and accountability
• Ability to manage multiple sites and priorities
Ability Executive Recruitment
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