Property & Facilities Manager

Job description / Role

The Property and Facilities Manager has the overall responsibility for ensuring that Al Jazira Group’s properties are managed in a coherent manner that reflects high quality service, client satisfaction are met and value for money are achieved. The Property and Facilities Manager main aim is to work towards keeping up property standards and commercial value.

Duties and Responsibilities:
- In-conjunction with the COO, create an annual financial forecast plan for the property and facilities management department.
- Ensure budgets are met and to time.
- Ensure all property and facilities management fees and ancillary charges are billed and collected in timely fashion.
- Develop and keep under review Al Jazira Group Asset Management Strategy, ensuring the adequacy of stock condition data, stock allocation data are managed and maintained accurately.
- Appraise/assess regularly company owned properties to keep up the property and facility standards and commercial value.
- Work closely with the Maintenance Department to ensure maintenance costs of managed properties are kept minimal without compromising on service quality.
- Prepare and submit quarterly report on department progress and developments to the COO.
- Ensure full condition of property checklist is carried for all Al Jazira Group managed properties.
- Visit properties within the portfolio as necessary and in accordance with service standards in the management agreement.
- Work closely with inter-company departments to ensure information regarding the state of readiness/availability of all managed stock is up to date and accurate.
- Manage effective communication between clients, landlords and suppliers in order to forge strong business relationships.
- Ensure that all customer complaints are dealt with effectively and to a satisfactory conclusion.
- In-conjunction with the Group Procurement Department, select, manage and control suppliers and contractors required to secure the delivery of products and services on time, to quality standard and within budget.
- Regularly monitor service delivery of contractors; internal and external.
- Ensure that third party suppliers and contractors are insured and licensed.
- Ensure the security and up keep of all company property and facility at all times.
- Ensure Property and Facility Management Database is updated daily with all relevant information needed to ensure smooth running of the property maintenance department and accurate management reporting.
- Keep up to date with legislation and demonstrate an awareness of approaching changes.
- Pre-empt legislation issues which may affect the properties under our control ensuring that the team members and clients share this knowledge.
- Manage effective feedback mechanisms for all clients and lessees and regularly take proactive steps to improve client/lessee/agent relationships.
- Ensure the Company brand and reputation is unrivalled within the Property and Facility Management Sector.
- Proactively anticipate areas of conflict within the business. Take appropriate action to address any areas identified and how they can be avoided.
- In conjunction with the COO prepare and update as necessary all departmental job descriptions.
- Organize and support the property and facility management team and drive them in achievement of individual targets.
- Establish the daily working activity of the team to enable accurate feedback to the COO.
- Ensure that all HR Policies and Procedures are being adhered to and practiced at the workplace.
- Ensure that best practices are developed and implemented at the workplace.
- Conduct biannual staff appraisals and performance review and report feedback to COO and HR Department.
- Implement Group HR Disciplinary Policy and Procedure where appropriate.
- By example and leadership, ensure that a culture of putting clients at the heart of the business and of delivering excellent customers service is embedded across Al Jazira Group.
- Supervise and motivate staff.
- Delegate and manage staff responsibilities and accountabilities.
- Encourage open lines of communication and reporting culture.
- Conduct regular team meetings with the aim of discussing problems, agreeing solutions and exchanging information.
- Existing customer management and renewal of their contracts.
- Developing new tenants and drafting of contracts.
- Acquiring of new properties.

Requirements

- More than 5 years’ experience in supervising properties and facilities.
- A relevant diploma or degree from accredited institution or professional qualification is an asset.
- A high standard of written or spoken is a must.
- Ability to speak Arabic is a must.
- Knowledge of property and facilities management.
- Knowledge of financial strategy.
- Knowledge of real estate marketing.
- Solid commercial awareness.
- Ability to read and understand leases and contracts.
- Effective written, verbal and listening English communications skills.
- Attention to detail and high level of accuracy.
- Negotiation skills.
- Analytical and problem solving skills.
- Good judgment and decision making skills.
- Conflict Management and Resolution.
- Excellent interpersonal skills.
- Team management and building skills.
- Very effective planning and organizational skills.
- Time management and multitasking skills.
- Customer service orientation.

About the Company

The Al Jazira Group is a leading company in Qatar, having built a reputation in the industry based on its expertise and reliability which have been recognized with certificates for outstanding achievements by well known international brands both in the Gulf region and beyond.

The group was established in 1981 Mr. Salem Ajem Al-Shrafi, who is the current CEO, and has been an active and vital participant in the development and improvement of the Qatari economy over the past 30 years by consistently offering premium quality products and exceptional service.