+ During Pre- opening Period:
Set- up and build channels for coordination and communication between PM team and other teams (Legal, Construction, Leasing and Finance)
Prepare Schedule for the Management and Operation of the buildings
Build- up Property Management team:
Set Salary & Working Time,
Provide guidance to new- hired staff
Assist HR to find and Interview suitable Candidates for PM team;
Make Organization Chart,
Prepare Job Description,
Calculate and obtain approval of major rates and fees applicable to tenants (electricity, water, parking, etc.).
Check, give comments and share opinions on all matters relating to and affecting operation and management of the buildings including but not limited to:
Parking layouts,
Lease agreement,
Building signages,
Arrangement of building storage, workshop and workstations for all PM teams,
Procedure for payments to/ of contactors, suppliers, services, etc.
Building insurances.
Procedure for rent collection & payment follow up
Build up work cooperation and experience exchange with other departments (Construction, Leasing, Finance, Design, HR) to ensure smooth work- flow within the company.
Prepare Schedule for the purchase/ rent of equipment for the operation of the buildings.
Establish coordination and cooperation with Project/ Construction team to take- over the buildings from Main Contractor
Before the operation of Cobi Homes:
Select and Make proposals for appointments of service providers, contractors, suppliers and get all contracts with them signed to ensure the readiness for the buildings’ operations
Select and Make proposals for purchase/ rent of necessary equipment (photocopy machine/staff pass printer, etc./ tools/ stationary, etc. signed and get all service contracts signed to ensure everything is in place.
Select and Make proposal for purchasing consumables (toiler roll, paper hand towel, hand soap, nylon bags for garbage bins, etc.) to ensure everything are in place and ready.
+ During Operation Period:
Provide guidance on plans, implementation and administration of staffs’ KPI, staff training plans, business continuity plans, emergency response plans, etc.
Provide guidance on the set up, updates and implementation of policies, operation procedures, fit- out guide, tenant handbook and forms for proper and efficient operation of the buildings.
Assist the Leasing team in sharing opinions, comments on lease terms and conditions as well as on all matters that relate to the buildings and tenants’ operations.
Oversee all operation aspects of Cobi Homes including all matters relating to tenants, customers, staff to ensure everything is in order and under control.
Monitor and manage the performance of all Property Management staff and provides guidance and assistance as and when necessary to ensure the best services provided to tenants and customers.
Take appropriate disciplinary actions and report to the Property Director/ General Director all serious problems that may affect the reputation and image of Cobi Homes.
Attend weekly/ monthly/quarterly operation meetings as and when needed and review all meeting minutes submitted by PM staff then provide feedbacks on matters/ issues that may affect buildings’ operations and services.
Hire, train all key staff and ensure the properties are well managed and smoothly operated.
Observe the operations of all equipment and prepare improvement plans for the buildings.
Monitor and manage the performance and compliance of all tenants to ensure that tenants perform their duties and responsibilities as well as comply with all obligations as stated in the Lease agreement, Tenant handbook and Fit- out guide of Cobi Homes.
Review all monthly/ quarterly/ yearly financial and management reports prepared and submitted by PM staff and then submit to General Director as required.
Closely monitor operations costs to keep the costs within the approved budget.
Represent the Management in all matters and deal with authority personnel or any other person whomsoever in any way concerning the general management of Cobi Homes as required.
Review records of complaints from tenants, customers and observe the ways that Property Management staff handle Tenants/ Customers’ complaints to ensure matters have been dealt with and solved professionally and courteously so that tenants/ customers are satisfied.
Review all proposals for the appointment of outsourced service providers such as security, cleaning, parking, garbage removal, landscaping, pest control, consumables suppliers, etc. to ensure the appropriateness and correctness of the proposals then escalate the proposals to General Director for approvals.
Conduct weekly/ monthly/ quarterly inspection of the buildings to ensure that they are always in safe and clean conditions as well as in compliance with the relevant regulations/ laws (safety, fire, environment, etc.).
Provide instructions and acceptance of all Property Management’s policy, procedures and processes as submitted/ revised by PM staff for efficient operation of the buildings.
Ensure proper supervision of all services provided and works taken place at Cobi Homes including fit- out works, repair works and maintenance works such as air- conditioning system, fire equipment, etc. to ensure the buildings are operated professionally.
Reports to Property Director/ General Director all issues/ problems relating to and/or caused by Tenants together with proposed solutions/ actions to be taken in a business- like manner.
Execute other tasks as assigned by General Director.
