The Group Operations & Maintenance Manager is responsible for the strategic and operational management of all property and maintenance functions across a property portfolio. The role is focused on ensuring the efficient day-to-day operation of all assets, maintaining high operational standards, ensuring compliance with statutory requirements, managing service providers, controlling costs, and supporting the long-term performance of the portfolio.

Key Responsibilities

Operations & Maintenance Management

• Ensure all assets are managed and maintained to the highest standards using the most cost-effective processes within approved budgets.
• Manage the day-to-day operational functions of the property portfolio.
• Standardise operational procedures, maintenance practices, compliance policies, and reporting systems across the portfolio.
• Ensure all critical plant and equipment are serviced within required timeframes and budget.
• Ensure the portfolio remains in a neat, clean, and well-maintained condition.

Team Leadership

• Provide direct management, leadership, and strategic direction to building managers, site managers, maintenance teams, and service providers.
• Conduct staff performance evaluations.
• Facilitate required training and personal development initiatives.

Procurement & Contractor Management

• Manage the procurement of maintenance and repair works, including obtaining quotations and overseeing contractor performance.
• Manage capital expenditure projects where applicable.
• Ensure fair and robust procurement processes are followed.
• Negotiate and manage Service Level Agreements (SLAs) with contractors and service providers.
• Evaluate supplier performance against contractual obligations.
• Develop and maintain a diverse supplier network.
• Foster professional relationships with contractors and suppliers while maintaining cost and quality controls.

Compliance & Risk Management

• Ensure all properties comply with Occupational Health & Safety requirements and all applicable regulatory and statutory requirements.
• Conduct regular site audits and risk assessments.
• Manage insurance-related building risk assessments and compliance requirements.
• Implement corrective and preventative measures to mitigate operational risks.
• Manage ASIB-related insurance requirements.
• Ensure all buildings are fitted with the appropriate disclaimer and indemnity signage.

Financial Management

• Process and approve operational invoices and expenditure within approved budget parameters.
• Identify and implement cost-saving initiatives without compromising quality or compliance.
• Prepare annual expense budgets.
• Control monthly expense budgets.
• Report on major budget variances.
• Track and analyse maintenance costs, SLA compliance, and service delivery performance.
• Manage preparation of property-related creditor payments.

Tenant & Property Management Support

• Manage, coordinate, or conduct incoming and outgoing tenant inspections.
• Work with Asset Managers and Portfolio Managers to ensure compliance with lease obligations.
• Oversee tenant installations and approve payment authorisations before submission for processing.
• Resolve operational and maintenance issues timeously and within budget to support positive tenant relationships.

Reporting & Continuous Improvement

• Ensure accurate reporting and record keeping of operational and maintenance activities.
• Provide regular portfolio status reports to management.
• Escalate matters requiring urgent attention or intervention.
• Advise management of high-risk issues across the portfolio.
• Recommend and implement continuous improvement and compliance initiatives.
• Provide operational and maintenance reporting as required.

Insurance & Emergency Management

• Manage insurance claim processes.
• Attend emergency property-related incidents involving serious life safety risks or threats to property, including:
• Fires
• Electrical hazards
• Water leaks
• Other emergency situations

Acquisitions & Portfolio Integration

• Work closely with acquisitions, disposals, lease administration, and portfolio management teams when new assets are acquired.
• Assist with the operational preparation and integration of newly acquired properties.
• Support all related operational functions associated with portfolio acquisitions.

Additional Responsibilities

• Maintain full compliance with company policies and procedures.
• Perform all other duties reasonably associated with the position of Group Operations & Maintenance Manager.