DE BEERS JOBS - ADMINISTRATION & PROPERTY MANAGER

Purpose of the role

To oversee the management of DBGSS office facilities (including the coordination and control of operational services provided by DTCB in line with Service Level Agreements), together with external property management, and administrative functions.

To manage a team internally and numerous external supplier arrangements.

Requirements

Property Management

Co-ordinate and manage the property management process in respect of ± 50 residential properties, including free standing units and complexes:

Take on (leasing) of property:

ensure governance and legal processes are followed and that actions and documentation comply with Housing Committee Framework and Terms of Reference as agreed by both DBHB and DBDTC Boards;

Services to properties:
- Ensure services are in place where relevant;
- procure services and ensure process takes place in accordance with Tender Board and Signing Authority procedures and approvals;
- manage supervision of services and service providers’ performance;
- Responsible directly for the maintenance of Teemane court and liaising with landlords in respect of rental units
Call logging system:
- ensure an effective system is in place;
- monitor and manage satisfactory attending to and closing of calls;
Maintenance:
- Oversee the effective running of maintenance schedules, snag lists and electrical inspections – in compliance with statutory and company requirements, internal safety requirements, product / manufacturer’s specification, etc.
Sub-leasing to 3rd parties:
- ensure properties are utilised optimally and that available properties are made available to market, securing appropriate rentals, beneficial conditions of lease, etc

Facilities Management

Prepare and work to long term facilities plans to maintain the condition of the DBGSS office environment
Manage the effective provision of services both through intercompany Service Level Agreements and through direct engagement with third party suppliers
Manage those contractors
Prepare documents to put out tenders for contractors
Project manage, supervise and coordinate the work of contractors;
Calculate and compare costs for required goods or services to achieve maximum value for money
Plan for future development in line with strategic business objectives;
Direct and plan essential central services such as reception, security clearance, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling
Assist in ensuring that the building meets Anglo health and safety requirements
Plan best allocation and utilisation of space and resources for new offices, or re-organising current layout as required
Check that agreed work by staff or contractors has been completed
Coordinate and lead teams
Use performance management techniques to monitor and demonstrate achievement of agreed service levels and to lead on improvement

Administrative Management

Oversee directly employed cleaners, GSS driver and admin assistant
Organise office layout and maintain supplies of stationery and equipment;
Organise and chair meetings with staff - Oversee the recruitment of new staff, and ensure training and induction takes place
Arrange regular testing for electrical equipment and safety devices.

Financial Management

Plan and prepare budgets, forecasts and long-term business plans for the Property and Admin functions, and manage costs within expectations
Manage and agree service fees

Legal compliance and contract management

Ensure agreements / SLA’s are in place
Ensure that all agreements are vetted
Contract management: Maintenance Contractor SLA, Leases, Sub-leases, Service Provider SLA’s, Inter-company Lease and Management Agreements.

Corporate Governance

Implement and maintain systems and processes to support policy, taking best practice principles into account. Implement corporate governance principles in the areas of, inter alia:

Safety, Health and Environment;
Policy compliance;
Internal standards (ISO);
Risk management;
Intellectual property;

Qualifications

B Degree, N/SVQ Level 3, National N Diploma. Project Management (registered with PMI)

Experience

Must have proven previous experience of managing a properties department with responsibility of managing multiple high end properties at various sites as well as managing Service Level Agreements with multiple providers
Extremely good understanding of contract deliverables and first-hand knowledge of assessing building work requirements for sites and proposals
Previously worked in a diamond sorting environment as Technical manager would be an advantage