Property Officer
SUMMARY
The key roles and responsibilities of a Property Officer, Asset Services – Hong Kong are to:
I. Assist your supervisors in overseeing day-to-day management of the property/properties to which you are assigned and ensuring that the Company’s reputation as a high-quality service provider is maintained and enhanced.
II. Assist in supervising on-site staff, cleaning and security contractors.
III. Liaise with technical staff in resolving technical problems and performing routine repair and maintenance work.
IV. Deal with all enquiries, complaints and requests from the occupiers of the property/properties and take action as appropriate.
V. Assist in recruiting on-site staff and organising and conducting staff training.
VI. Assist in the administration of tenancy services for both commercial, industrial and/or residential developments.
VII. Assist in the preparation of management budgets and liaise with the Accounts Department and your managers in monitoring the property’s financial performance and cash flow.
VIII. Carry out any other duties as assigned by your supervisors or Management.
IX. Assist your supervisors in preparing business proposals for the growth of the team.
ESSENTIAL DUTIES
1. Supervision and organization of all on-site staff and contractors
a) Monitor the performance of on-site staff, cleaning and security guards by regular inspection and checking on-site.
b) Prepare on-site staff duty rosters and arrange for security relievers whenever necessary.
c) Select and recommend cleaning contractors to the client and co-ordinate with the appointed contractor/contractors to set up cleaning schedules for the property/properties.
d) Supervise on-site staff or security guards in their routine performance and ensure that they are trained to properly handle emergency situations.
e) Ensure that on-site staff maintain amicable good working relationships with owners, tenants and occupiers of the property/properties.
f) Conduct basic training for on-site staff.
2. Technical Problems and Repair and Maintenance
a) Handle complaints and refer cases in respect of building facilities to technical staff to follow up and take appropriate action.
b) Inform the occupants of the schedule of remedial works and keep them informed on a timely basis as to their progress.
c) Seek approval from clients (including Incorporated Owners or Owners’ Committee or Joint Owners) for remedial works if necessary.
3. Enquiries and Complaints
a) Receive and handle complaints/enquiries from occupiers.
b) Refer matters to appropriate parties, such as Accounts Department, Technical Team or government agencies, for follow-up action.
c) Ensure that the complaints/enquiries are handled effectively and promptly.
4. Administration of Tenancy Services
a) Set up a procedure for the timely renewal of tenancy agreements. The procedure should:
i. identify cases for tenancy renewal six to seven months before the due date fora first review.
ii. ensure that the applicablestatutory notices are served promptly.
iii. refer the cases to your managers for further action and negotiation.
b) Assist your managers in the preparation of standard Tenancy and License Agreements.
c) Prepare and update the tenancy register/registers of the property/properties monthly.
d) Chase up payments arrears and seek approval from your managers to instruct solicitors to take legal action if necessary.
e) Assist in negotiation on new lettings or existing lease renewals.
f) Execute the client’s obligations as stipulated in the tenancy agreement.
5. Budget Preparation and Monitoring Property’s Financial Performance
a) Prepare the operational budget / capital budget for the property/properties not less than 3 months prior to the end of every financial year, submitting copies to your managers and the Accounts Department before submitting to the client/clients for approval.
b) Once the provisional operational budget has been approved by your managers and the Accounts Department, submit it for approval to the building owners and occupiers. You should make sure that it is in compliance with the Building Management Ordinance.
c) Submit / post up financial reports with accounts receivable to the client/clients concerned every month.
d) Monitor the property’s expenditure and check that it is in line with the approved budget.
e) Call for funds from appropriate parties for any necessary works in accordance with the Deed of Mutual Covenant and/or the Building Management Ordinance.
6. Clients Reporting
Attend Client’s meeting / prepare building reports on regular basis on tenancy / operational performance.
REQUIREMENTS
• Fluent spoken and written Chinese and English. Knowledge in Putonghua is an advantage.
• Essential educational or professional qualifications for successful job performance.
• Sound knowledge of the laws that affect building management and maintenance, safety and environment protection, including familiarity with the Personal Data (Privacy) Ordinance.