Operations Manager – 6 month contract (extendable)

A reputable company is seeking an experienced Operations Manager to be in charge of facilities and property management at a newly completed prestigious apartment complex. The applicant must be familiar with issues surrounding facilities and property management and be committed to providing excellent service to all clients. The applicant must be energetic, hard-working, flexible, and ready to join a dynamic team

Objective

• Renting the units promptly at the highest market rent possible
• Keeping operational and other costs within budget
• Preserving and enhancing the physical value and prestige of the property

Primary Responsibilities

1. Dealing with vacancies
2. Handling maintenance
   • Coordinating cleanings at ample times and having cleaners on standby in case of emergencies.
     1. Supervising employees
   1. Billing and collecting rent
3. – Ensuring no guest overstays or is allowed entry without payment.- Have processes in place to keep payment issues from happening.
4. Bank transactions – Ensure all receipts for deposits are recorded and filed and saved.
5. Cash flow – Keep detailed records of cash transactions in and out and specify where funds are allocated.
6. Late rent payments and delinquencies
7. Contracts and expirations – Know when tenants are to vacate and enter each unit.
8. Monthly maintenance
9. Plans for emergency maintenance
10. Security – Ensure that lock boxes with keys are kept safe and combinations are changed frequently to avoid repeat tenant misuse.
    1. Budgets – planning and oversight
11. – Be sure to plan for shopping trips and keep inventory of items before they run out.

Job Description:

• Implement a facility management program including regular cleaning, preventative maintenance, and management of all on site facilities
• Manage properties owned by Beaufort Properties and others as required
• Manage the move in process for occupants
• Conduct and document regular facilities inspections
• Supervise maintenance and repair of communal facilities and equipment
• Plan and manage central services such as security, cleaning, waste disposal and parking
• obtain quotes and tenders from vendors and suppliers
• Communicate effectively with landlords and tenants in a discreet and respectful manner
• Assist in the setting up of the homeowners association
• Manage database of units, owners, tenants, maintenance log in MS Excel and Podio

Reporting

• Monthly Expense Reports – These statements should include rental receipts, types of rental income, itemized list of disbursements and operating expenses, total expenses for the month, cash on hand at the beginning of the month, amount forwarded to the principal owners and the cash balances on hand.

Core Competencies:

• Experience in managing a team
• Ability delegate tasks as necessary
• Take decisions around budgeting
• Ability to prioritise tasks to be done
• Excellent interpersonal skills
• Excellent management skills
• Excellent organisational skills and attention to detail
• Demonstrate a commitment to getting a job done well

Avoid Vacancies

Avoid Vacancies for the following reasons:

• Rent is not right – too high or too low for a prospect
• Space not ready to rent
• Ineffective advertising
• Inattentive manager
• Poor resident-retention program
• Unappealing appearance or public areas

Successful managers are continually alert to these factors and make appropriate adjustments in marketing strategies and personnel to minimize the effects of these factors.

Types of Maintenance

• Routine maintenance – The most frequent that involves cleaning and housekeeping tasks and is a major operating expense.
• Preventive maintenance– Doing periodic inspections to catch minor issues before they become major. Preventive maintenance lowers or eliminates the costs of corrective maintenance.
• Corrective maintenance– This involves the actual repair of building equipment and amenities and the replacement of broken items such as an air-conditioning unit. The most critical since tenants often have to deal with these issues and can become very unhappy, very quickly if the maintenance is not done or not done well.
• New construction– Keep up with when routine painting or other cosmetic touches need to be preformed.