Operations Manager

2 weeks ago

Hanoi, Vietnam NavigosSearch Full time

**What We Can Offer**:

- Healthcare Insurance
- Bonus

JOB SCOPE - The Property Manager in charge will be overall responsible to set up the management system and deploy the operation during pre-opening to prepare the building to receive the first tenants - the Property Manager will be supported on a day to day basis by the Headquarter. Then the Property Manager in charge will be overall responsible for the day-to-day operations of the project supporting, directing, and planning towards successful and efficient management, services provided to the project.
PRE-OPENING MANAGEMENT PHASE (if any, with master plan)
Action to be executed to set up a building organization in consideration of the size, the level of complexity and the grade of the Property as well as the marketing target.
Setting up the Communication chart between Owner and Management team on-site.
Setting up the Communication chart between Management team on-site and tenants.
Setting up the Communication chart between Management team and sub-contractors / services suppliers.
Setting up the Communication chart between Management team and day-to-day operational staff on-site.
Setting up the organizational chart and job descriptions for all the staff under the governance of the Management team.
Preparation of the PRE-OPENING BUDGET - including Initial Operation Investment - additional Capital Investment if necessary - soft and grand opening ceremony cost -management office fitting out -tools and material to start - progressive HR needs, building signage need etc...
Preparation of the first year PROFIT & LOSS budget - forecast all expenses associated to operation -forecast all revenue possible. The property management budget technique is essential. It is the road map for good building governance because it institutes the mgt action plan. It is also the financial guideline/ frame to be respected.
Evaluation of the service charge - the additional tenants charge and the apportionment technique.
Setting up of the internal regulations for the office tenants i.e. OFFICE TENANT HANDBOOK.
Setting up of the internal regulations for the retail tenants i.e. RETAIL TENANT HANDBOOK.
Setting up of the FITTING OUT GUIDANCE BOOK.
Reviewing of the Owner’s LEASE AGREEMENT and the checking of any discordance with office and retail tenants hand book as well as with fitting out guidance.
Progressive recruitment process for all on site operational staff (inclusive and not exhaustive of administration staff, accountancy and financial staff, engineers, landscaper, guards, parking attendants, front office attendants, cleaners, etc...) - from top to bottom and in progression with the building construction finishing, taking account of the training needs and the general preparation before grand opening.
Preparation of the management reports including Profit and loss statement -tenancy report - operation report -establishment of the periodicity.
Selection, instruction and monitoring of external contractors based on an analysis versus budget to do it in-house or to outsource it comprising:

- M&E MAINTENANCE
- SECURITY
- PEST CONTROL
- GARDENING & LANDSCAPING
- COMMON AREA CLEANING
- EXTERNAL FAÇADE CLEANING
Preparation of the Manager’s Standard Operating Procedures (to be followed by manager & staff,
Setting up the management office, this must be done as soon as possible and when facilities are usable - calculating the size of the office and the communication system necessary.
Preparing the soft and grand opening ceremony - who to invite - the press coverage - conference - spectacle - decoration.
Setting up and/or maintain building insurance - review the country regulation - the delegation to serious insurance company - the obligation to set up tenders under lawyers screening process. Review and recommendation of insurance, including: Extent of coverage; Types of insurance required -Provision for special risks.
General risk management.
Setting up of Cleaning and housekeeping procedures.
Setting up of Security procedures.
Setting up of Repairs and maintenance procedures.
Setting up of Communication system and procedures.
Setting up of Front desk activities and procedures (if this activity to under Building management supervision.
Setting up of Sourcing and Purchasing activities and procedures.
Setting up of Accountancy activities and procedures.
ON-GOING MANAGEMENT PHARSE
Ensuring that the projects are managed and conducted in a proper and business like manner.
Ensuring to bring all operational support and relevant information to the commercial agent in charge for all vacant parts of the projects.
Re-negotiating with existing tenants for the exercise of options in, and renewal of, leases and to conduct rent renew negotiation.
Hiring, training all necessary staff and ensuring the properties are satisfactorily maintained and cleaned.
Interacting with effective communication with all Department Heads, colleagues, and other business associates.
Implementing policies and procedure

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