Property Manager

About JLL

JLL empowers you to shape a brighter way. Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people and empowering them to thrive, grow meaningful careers and to find a place where they belong. Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.

Role Overview

The role is to report directly to the Senior Director - Head of Building Management (PAMS), representing the onsite PM team. This will involve leading and overseeing the quality assurance and quality control of the day-to-day property management services, operations, and transitions management (which involves taking the building into a multi-let asset), in accordance with the best practices in the industry.

The candidate shall be able to confidently oversee the provision of OPEX and CAPEX budgeting requirements, overview financial forecasts and P&L’s; prepare and submit weekly, monthly, quarterly, and annual reports to the clients; prepare governance documents, property operations plans, guidelines, property regulations/rules, policies and procedures, procurement requests for approvals, etc. The candidate shall be knowledgeable and confident enough to lead a team and consult with clients, tenants, and contractors, exercising good negotiation skills with experienced professionals in multinational organisations.

Ensure the TFM service providers adhere to their KPI and SLA requirements; and abide by any relevant authorities, all laws, decrees, local municipality codes of practice and legislation of the UAE and specifically in the Emirate of Dubai.

The candidate will be responsible for the maintenance and accuracy of the property management systems (CRM/BMS/CAFM/BIM) and ensure that the TFM service providers keep systems up to date and that the TFM staff receive training and advice on using the systems.

The candidate will be responsible for liaising and advising the clients on changes to local law and legislation that may affect the operations of the property and seek approval and direction on implementing or cascading directives that will affect the day-to-day operations of the site.

The candidate will have a close working relationship with the clients, facility manager, administrator, TFM service providers, leasing agents, and other stakeholders to ensure effective communication and teamwork/synergy between the various departments.

The candidate will be responsible for reviewing the client’s contract with the TFM service providers, ensuring the proficient delivery of the scope of works and specification of services detailed within them, so that all activities that are required are in place to operate the property efficiently and effectively.

Key Responsibilities

The candidate will facilitate and undertake property and asset management services of the property, which includes but is not limited to the following:

• HSE requirements and building inspections (including permits, method statements for works, HSE tenant representation and communication, fire drill planning and fit-out supervision, etc.)
• Policies and procedures
• New leases, lease renewals, and variations
• Tenant database management (contacts, documents, correspondence)
• Management of the site-based team, TFM service providers, front of house, stakeholders, etc.
• Document control
• FM strategy, management and verification of the PPM maintenance (including specialist maintenance and communication where necessary to tenants)
• Cleaning (internal and external schedules and operational plans and any necessary communications to tenants)
• Security management plan (SMP) in coordination with the security service provider. This should include SOPs as well as emergency evacuation planning for various incidents including fire, bomb, terrorism. The SMP will also cover access control, CCTV, control room monitoring, roaming inspections, carpark management, etc.
• Parking management and allocation
• Waste collection strategy
• Office deliveries
• Front of house service and delivery
• Post room
• Food deliveries
• Oversight of the communal facilities (business centre, auditorium, gym, and cafeteria)
• Business continuity planning (BCP)
• Oversight of client issued invoicing (for rental, service charge, late fees, returned cheques, etc.)
• Collections (for rent, service charge and receipting)
• Coordination of client payments for invoiced OPEX
• Procurement strategy for OPEX and CAPEX
• Client reporting (monthly and annually)
• Preparations for special occasions – Ramadan, National Day, Christmas, etc.
• Cyclical reporting (input and compilation of information regarding property management, leasing, finance, HSE and legislative requirements, risks, facility management, energy management, tenant fit out)
• Fees and violations to be applied to tenants in the property

The candidate, via a traffic light system, shall itemise all property HSE issues including but not limited to access, egress, pedestrian access to the property and carpark, evacuation routes, safe lines of site, turning points, common area furniture and seating, power outlets, fixtures and fittings, staircases, material specification, alarm systems, emergency lighting systems, lift operations, non-slip surfaces, glazing issues, handrails, access control, emergency equipment, incident and accident report actions, etc.; and use best endeavors to follow up and resolve all issues.

The candidate will pre-qualify and evaluate contractors or vendors to contract directly with the client for the maintenance and security of the property. The candidate shall prepare the information required to tender which includes but is not limited to scope, specifications, service level agreements, key performance indicators, etc.; however, the commercial request for proposal (RFP) process shall be run through the client’s central procurement department.

The candidate will perform all functions and responsibilities which may not be expressly mentioned in the client’s contract, but that are necessary for the proper performance of services and the conducting of activities for the effective and efficient management of the property in accordance with good industry protocols and any applicable best international standards and codes of practice.

Skills Required

• Graduate degrees and/or relevant accreditations
• Operationally astute and proficient
• Transitions management experience
• Experience working directly for and on behalf of a landlord or client
• Microsoft Word, Excel, PowerPoint
• Fluent English verbal and written
• Excellent telecommunication and customer service skills
• Experience of using property management CRM systems
• Man-management and people management

Location

On-site – Dubai, ARE

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements. We’re interested in getting to know you and what you bring to the table!

About JLL

Jones Lang LaSalle (JLL), together with its subsidiaries and affiliates, is a leading global provider of real estate and investment management services. We take our responsibility to protect the personal information provided to us seriously. Generally, the personal information we collect from you is for the purposes of processing in connection with JLL’s recruitment process. We endeavour to keep your personal information secure with an appropriate level of security and keep it for as long as we need it for legitimate business or legal reasons. We will then delete it safely and securely.

Jones Lang LaSalle (JLL) is an equal opportunity employer and is committed to working with and providing reasonable accommodations to individuals with disabilities. If you need a reasonable accommodation because of a disability for any part of the employment process – including the online application and/or overall selection process – please contact the employer through the appropriate channels.