Facilities Manager

Position Overview

The Facilities Manager is in charge of ensuring the operational efficiency, upkeep, legal compliance, and overall functioning of a privately held real estate portfolio in New South Wales. This portfolio includes residential, mixed-use, commercial, and industrial assets. The manager oversees building maintenance to uphold high standards, guarantees adherence to statutory requirements, handles defect management, and maintains professional relations with strata managers, contractors, consultants, and tenants.

This role operates as the owner's chief representative concerning all aspects of building operations, including strata management, defect corrections, capital projects, maintenance schedules, contractor oversight, and statutory compliance.

Key Responsibilities

• Supervise daily operations and maintenance for the property portfolio ensuring all assets are safe, compliant, and cost-efficient.
• Perform regular inspections and condition assessments of properties to detect maintenance needs and initiate corrective measures.
• Develop and uphold preventive maintenance programs while monitoring building performance and service quality.
• Manage emergency repairs and after-hours maintenance as needed.
• Serve as the primary liaison with strata managers and Owners Corporations; participate in and represent the owner at strata committee and general meetings.
• Review financial documents including strata budgets and sinking fund forecasts, and monitor compliance with by-laws.
• Coordinate responses regarding motions, votes, and proposals for building improvements.
• Maintain defect registers, manage defect liability periods for new developments, coordinate inspections, and ensure timely defect rectification.
• Engage technical experts for complex defect investigations and handle warranty claims aligned with NSW legislation.
• Conduct procurement and oversight of contractors and service providers, evaluate bids, monitor contractor compliance, and approve payments based on verified invoices.
• Ensure all buildings comply with relevant laws, codes and safety standards by maintaining essential records and coordinating statutory inspections.
• Develop and support capital works and asset enhancement initiatives including project budgeting, scheduling, and quality control.
• Strengthen stakeholder relationships with property owners, management bodies, tenants, contractors, consultants, and authorities, providing regular operational reports and addressing concerns professionally.

Key Performance Indicators (KPIs)

• Prompt handling of maintenance requests.
• Efficient management of building defect repairs.
• Full compliance with applicable regulations.
• Adherence to budget constraints and cost controls.
• High standards for contractor performance and service delivery.
• Reduction of emergency maintenance due to effective preventive programs.
• Excellent tenant and stakeholder satisfaction.
• Successful completion of capital projects within set budgets and deadlines.

Qualifications and Experience

Essential:

• At least five years’ experience in facilities, property, or building management.
• Proven experience managing strata-titled properties in New South Wales.
• In-depth knowledge of building services, maintenance systems, and construction practices.
• Background handling post-construction defects and warranty issues.
• Familiarity with NSW building and strata laws.
• Experience working with contractors and providers.
• Strong skills in budgeting and financial oversight.
• Valid driver’s license.

Desirable:

• Qualifications in Facilities Management, Property, Building, Engineering, Construction Management or similar fields.
• Membership of professional bodies such as the Facilities Management Association of Australia.
• Experience with residential, commercial, and mixed-use properties.
• Knowledge of NSW building compliance and essential services requirements.
• Project management experience or qualifications.

Skills and Competencies

• Comprehensive technical knowledge of buildings and maintenance.
• Excellent skills in managing relationships with diverse stakeholders.
• Strong organizational ability and meticulous attention to detail.
• Competence in contract negotiation and administration.
• Effective problem-solving and decision-making capacity.
• Financial analysis and management skills.
• Capability to handle multiple properties and priorities simultaneously.
• Proficient written and verbal communication.
• Familiarity with Microsoft Office and management software.

Compensation

The remuneration package is competitive and aligned with experience, including vehicle allowance and potential performance incentives.

Role Importance

This role is vital in safeguarding and improving the value of the owner's real estate holdings by maintaining compliant, well-functioning, and efficiently managed buildings throughout their lifecycle.