Facility Operations Manager

2 weeks ago

Fall River, Massachusetts, United States Broll Property Group Pty Ltd Full time

POSITION OBJECTIVE
Accountable for the overall administration of the facility. Ensure optimal asset performance and revenue generation through proficient management and oversight. Develops and manages budgets, supervises leasing agreements, procures necessary services, oversees third-party contracts, and directs maintenance operations. Guarantees that all properties, landscapes, and equipment are maintained to the highest standards and operational efficiency.

Formulates and enforces departmental policies and procedures, ensuring compliance with established health and safety regulations.

Secures that services acquired meet quality standards while minimizing costs. Keeps upper management informed of operational activities and critical issues. Trains, supervises, and evaluates assigned staff.

KEY RESPONSIBILITIES AND CORE FUNCTIONS
Assumes responsibility for the effective management of the facility and its operations. Facility Oversight Stays informed about market trends regarding tenant movements, new developments, significant vacancies, and competitive strategies.
Participates in meetings and events pertinent to the successful management of the facility.
Assists in the creation of a long-term maintenance strategy, including depreciation provisions for submission to senior management.
Initiates proposals for renovations and improvements.
Maintains direct oversight of ongoing projects.
Regularly assesses the condition and classification of the buildings and advises senior management on maintaining standards.

Client Reporting Provides timely and accurate information to clients in the agreed format.
Conducts monthly analysis of income and expenses, including variance reporting.
Monitors turnover rents and municipal recoveries on a monthly basis.

Planning and Budgeting Prepares annual budgets and forecasts as required.
Reviews market rental rates quarterly to ensure optimal pricing.
Assists in developing business plans for the facility.
Prepares and controls the five-year budget as needed.
Conducts quarterly reviews and monitoring of results.

Quarterly Expenditure Analysis Establishes and advocates for capital expenditure philosophy in consultation with clients.
Recommends standard specifications for tenant improvements.
Ensures adherence to capital expenditure policies and procedures.
Estimates new operational costs and ensures recovery of expenses in line with lease agreements.

Debtors and Creditors Management Engages in monthly meetings with debtors and leasing teams to ensure appropriate actions are taken.
Manages credit control processes.

Management Responsibilities:
Oversees arrears and legal actions as necessary.
Recommends write-offs to senior management.

Parking Management Participates in monthly meetings related to parking management.
Maintains accurate control of in-house operated parking facilities.

Tenant Relations Manages correspondence and interactions with tenants.
Ensures timely lease renewals and that vacant spaces are presented attractively.

New Tenants Determines and recommends leasing strategies for approval.
Conducts lease negotiations and maintains tenant relationships.
Oversees new lease agreements and installations, including:
Premises design and coordination with contractors.
Sign-off on completed premises.

Existing Tenants Renews lease agreements in accordance with established mandates.
Maintains tenant relations and public relations initiatives.
Coordinates promotional activities through tenant associations or marketing funds.
Regularly assesses tenant performance and market conditions.

Expense Management Reviews and authorizes payments for services.
Approves orders for cleaning, maintenance, and consumables.
Manages salary allocations and municipal payments.
Ensures contractor performance meets expectations.

Financial Management Prepares monthly financial statements and management reports.
Ensures accurate budgeting and financial reporting.

Operating Costs Calculates operational costs for tenant billing.
Ensures appropriate recoveries and advises on tenant mix.
Issues tender documents as required.

Expense Control Reviews and approves payments for services.
Ensures effective contractor performance.

Customer Relations New Tenants
Negotiates leases and maintains relationships.

Public Relations Develops and maintains positive public relations.
Attracts visitors to the facility.
Controls advertising materials and assists tenants in service improvement.

Assumes responsibility for effective maintenance and repairs of the facility. Asset Management Implements regular preventative maintenance programs within budget constraints.
Advocates for refurbishments and major repairs as needed.
Attends site meetings with contractors regarding maintenance and expansion projects.
Monitors project progress and ensures compliance with lease terms.
Liaises with relevant authorities regarding compliance.

Maintenance Oversees general maintenance of buildings and equipment.
Ensures compliance with health and safety regulations.

Assumes responsibility for the security of all facility assets. Conducts regular inspections of security systems and implements necessary improvements. Occupational Health and Safety Develops security action plans and manages security personnel.
Establishes emergency preparedness programs and trains staff accordingly.
Reports security incidents to management.

Assumes responsibility for fostering professional relationships with tenants, suppliers, and contractors. Works to cultivate productive business relationships with vendors and service providers.
Acts as a liaison between the company and external contacts.
Ensures effective coordination of external services with company operations.
Promotes goodwill and a positive company image.

Effectively supervises facility personnel, ensuring optimal performance. Provides leadership through clear objective setting, delegation, and communication. Conducts regular meetings to keep staff informed of policy changes and areas for improvement.
Identifies and implements training programs as necessary.
Conducts performance evaluations and provides constructive feedback.
Ensures appropriate staffing levels and manages hiring processes.

Assumes responsibility for additional duties as assigned. Ensures a clean, secure, and well-maintained work environment.
Completes special projects as required.

PERFORMANCE INDICATORS
Effective communication and coordination with departments.
Senior management is kept informed of significant operational issues.
Operational staff are well-trained and efficient.
Company facilities are secure and meet operational needs.
Facility operations are managed efficiently and cost-effectively.
Current and future facility needs are well-planned with established budgets.
Strong business relationships exist with vendors and contractors.

QUALIFICATIONS

EDUCATION/CERTIFICATION:
Matriculation
Additional training in facility management preferred.

REQUIRED KNOWLEDGE
Thorough understanding of facility management practices.
Knowledge of budgeting, service contracts, and leasing agreements.

EXPERIENCE REQUIRED
Minimum of five years of relevant experience, including at least two years in a supervisory role.
SKILLS/ABILITIES
Strong leadership and organizational skills.
Ability to coordinate and direct team activities.
Excellent problem-solving and communication skills.
Proficient in using maintenance equipment and computer applications.

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