The Property & Maintenance Manager is responsible for overseeing the day-to-day operations and maintenance of a portfolio of properties. This includes managing tenant relationships, coordinating contractors and service providers, ensuring compliance with relevant regulations, and maintaining the overall condition and performance of the assets. The role also involves budgeting, reporting, and driving proactive maintenance strategies to protect asset value.

Roles & Responsibilities:

• Day to day property management of a portfolio of properties and its subsidiaries (known as the portfolio);
• Dealing with all property maintenance requirements on the portfolio;
• Dealing with day-to-day tenant queries relating to building operations;
• Managing all building contractors / suppliers working on the portfolio;
• Conduct all incoming and outgoing inspections when tenants move in or out of the portfolio (in collaboration with the Leasing Manager/s who will assist with ingoing inspections on new lets where required);
• Management and quality control of tenant installations and approval of payment authorizations prior to payments being processed by head office;
• Ensure all portfolio plant and equipment are serviced within the required time frames, within budget, and within annually scheduled requirements;
• Manage all supplier contracts (SLA's) i.e. lifts, security, cleaning, utility management and ensure that they are delivering the required services as per the service level agreements;
• Manage insurance claim processes;
• Ensure the portfolio is compliant to all required legislation at all times (including OH&S Act) as well as management of ASIB related insurance requirements;
• Ensure the portfolio is always in a neat and clean state and in a state of good repair;
• Directly manage and train all / any maintenance managers, building managers, and parking management staff on the portfolio;
• Manage the preparation of all property related creditor payments in compliance with the approved credit control system;
• Keep record of all annual service requirement items relating to the portfolio (i.e. fire, lift, air conditioning related items);
• Timeous and courteous (professional) day to day communication with all tenants in the portfolio;
• Regular report back to management on the status of the portfolio and bring to the attention of management any items that need urgent attention or intervention relating to the portfolio;
• Always ensure that pro-active maintenance management is conducted on the portfolio and advise management of areas that may be high risk or require greater care across the portfolio;
• Ensure that all buildings are fitted with correct disclaimer and indemnity boards at all times;
• Provide various property & maintenance reports to management as and when required;
• Preparation and input on the annual expense budget, control of the monthly expense budget, and monthly reporting on major budget variance items (budget vs actual);
• Preparation and execution of tendering processes amongst suppliers;
• Work closely with the acquisitions & disposals team, lease administration, and portfolio management team when new assets are acquired to prepare for the take-on of the asset(s) and all related functions that come with such a process;
• Ensuring a fair and robust procurement process to ensure that the business is achieving the best pricing possible from its suppliers;
• Joint management of all building floor plans (interaction with Portfolio Managers, Lease Admin Managers & Leasing Managers) to ensure that information is correct;
• All other duties which may be reasonably expected relating to your position as Property & Maintenance Manager;
• Full compliance with employee policies.

Key Requirements

• Proven experience in property or facilities management (commercial property preferred)
• Strong understanding of building maintenance, contractor management, and service level agreements
• Knowledge of health & safety regulations and property compliance requirements
• Experience managing budgets, cost control, and supplier procurement processes
• Ability to manage multiple properties and priorities simultaneously
• Strong leadership skills with experience managing on-site teams
• Excellent communication skills for tenant and stakeholder engagement
• Ability to identify risks and implement proactive maintenance solutions