Job Description

The Support Services Manager in Property Management is responsible for overseeing and coordinating essential support functions to ensure the efficient operation and maintenance of properties. This role involves managing service contracts, supervising facility support teams, ensuring compliance with safety and regulatory standards, and enhancing tenant satisfaction. The manager works closely with vendors, service providers, and internal teams to optimize operational efficiency, control costs, and uphold the highest standards of property upkeep and service delivery.

New Property Inspection

- Receive confirmation from the Admin for any new Property Management contract to proceed with the inspection and complete the checklist

- Check if any utilities, including KM, cooling, maintenance, cleaning, and AMC, need to be cleared by the owner; if they are not cleared, charge the owner prior to changing the unit's status to 'Available

- Send confirmation to the occupancy in-charge to update the unit's status to 'Available.

Handover

- Receive confirmation from Admin/Leasing for any new leasing contract and conduct a final inspection before the handover

- If any maintenance is required, coordinate with the Facilities Management (FM) team to provide the maintenance cost, charge the owner, and ensure all work is completed before the handover

- Receive the handover format signed by Admin/Collection & Leasing to officially hand over the unit to the client

- Confirm with commercial tenants whether they have received the general notes and fit-out guidelines provided to the leasing team for any future requests

- Archive the hard copy of the handover format along with the checklist

Takeover

- Receive confirmation from Admin regarding any move-out, including early termination or non-renewal

- Coordinate with the tenant for the inspection and obtain their signature for the move-out.

- If any maintenance is required, coordinate with the Facilities Management (FM) team to provide the maintenance cost and charge the tenant or owner accordingly.

- Follow up on the maintenance process until it is complete and then send the details to the occupancy in-charge to update the unit's status to 'Available.

- Ensure maintenance and utilities clearance to facilitate the refund of the security deposit from Finance to the tenants

- Archive the hard copy of the move-out format along with the checklist

Tenant Technical support (Maintenance)

- Receive daily or weekly requests from tenants via email or phone regarding maintenance issues

- Register the maintenance request date in the tracking report

- Coordinate with Facilities Management (FM) for the inspection and prepare the cost estimate; the quotation amount will be determined based on whether the issues are the tenant's or the owner's liability.

- Contact the tenant to provide an update on the repair status and discuss any liability amounts that need to be cleared.

- Issue a Local Purchase Order (LPO) to Facilities Management (FM) to initiate repairs once the quotation is approved

- Follow up with the Facilities Management (FM) maintenance team throughout the process until the work is completed

- Contact the tenant for feedback to confirm if the maintenance has been completed.

- Update the tracking report with the completion date of the maintenance.

Tenant Technical support (Fit out)

- Receive daily or weekly requests from tenants via email or phone for fit-out approval, along with the submission formats and layout for the required unit.

- Register the fit-out request date in the tracking report

- Coordinate with the FM and Engineering departments for review and approval

- If approved, inform the tenant to proceed with the work as outlined.

- If rejected, inform the tenant of the decision and explain the supporting documents required for resubmission.

- Update the tracking report with the completion date of the fit-out request.

Maintenance procedure with finance/Management

- Receive the quotation from FM for any maintenance required

- Prepare a memo and payment request, along with a Local Purchase Order (LPO), to proceed with management approval (excluding Sheikh properties)

- If the maintenance expenses fall under tenant liability during the lease term, inform the tenant that payment is required before starting the maintenance.

- If the maintenance expenses are the tenant's responsibility after the lease term has ended, inform the tenant to transfer the amount to Collection/FM within a maximum of two days after receiving the quotation. If the tenant fails to transfer the amount within this timeframe, we will approach management to approve the deduction from the security deposit

- If the maintenance expenses are the responsibility of the developer (Ariane Projects/PM), issue a memo, Local Purchase Order (LPO), and payment request to Management/Finance for approval to proceed with the work

- If the maintenance expenses are the responsibility of the owner (Sheikh), issue a letter or email to the owner and their Facilities Management (FM) team, and follow up until approval is obtained from the owner, addressing the FM directly to initiate the work.

Property Asset Management

- Conduct site visits of the properties and units to assess their status, and prepare a report detailing any concerns or enhancements that need to be addressed.

- Prepare a General Enhancement report for (FM) to request a quotation.

- Address the Enhancement report to Management for approval, along with the quotation

- Prepare a notification to inform the tenant of any general or emergency issues in the projects, as well as to address any violations noted in the (PM) or (FM) inspection report, and follow up to ensure compliance with the necessary repairs.

- Process utility bills (KM, cooling, and gas) on a monthly basis for common areas and vacant units by preparing payment requests to Management/Finance, and follow up until the payments are cleared.

- Coordinate with (FM) regarding Annual Maintenance Contracts (AMC) and suppliers to ensure the proper maintenance of projects.

General Task

- Assist tenants with their requirements and provide them with the necessary information

- Provide support to the Admin and Customer Services Departments in addressing tenant issues.

- Manage property key coordination with the Leasing Team for property viewings.

- Assist the Leasing Team by providing property information, including documentation, facilities, fit-out procedures, and unit availability.

- Prepare weekly reports for Management that cover take-over and hand-over activities, aging properties, held properties, and reports on any facing issues, challenges, and departmental requirements.

Job Type: Full-time

Application Question(s):

How long is your notice period What is your expected salary ( Full Package)
Experience:

property management: 5 years (Required)
Location:

* Doha (Required)