Facilities & Operations Manager

Facilities & Operations Manager

If you have already submitted your application, there is no need to apply again.  We are reviewing all previously received applications, and we will be contacting shortlisted candidates. Your patience and understanding are greatly appreciated.

A leading provider of educational materials in the Caribbean is seeking a Facilities & Operations Manager for its Kingston, Jamaica office.

Job Summary:

The Facilities & Operations Manager will be responsible for managing services and processes that support our core business plan and strategic objectives. This role involves strategic planning and day-to-day operations, particularly related to properties, motor vehicles, and other operating assets. The Facilities & Operations Manager will provide effective leadership to the Facilities & Operations Team, handling staff management, key stakeholders, business relationships, financial management, and project oversight.

Key Responsibilities:

Facilities Management:

• Develop and coordinate policies for security, maintenance, cleaning services, waste disposal, and recycling.
• Ensure all buildings comply with health, safety requirements, and relevant legislation.
• Implement and adhere to preventative maintenance programs.
• Negotiate and manage maintenance service contracts.
• Oversee contracted and cyclical maintenance for properties.
• Forecast and manage replacement of major capital expenditure items.

Financial Management:

• Collaborate with the Financial Controller on annual budget formulation.
• Manage the annual operating budget for facilities.
• Compare costs for goods and services to achieve maximum value.
• Ensure timely collection and submission of rents.
• Approve and submit invoices for payment.
• Recommend rental rates based on market surveys.
• Ensure satisfactory completion of work by staff or contractors.

Administrative Management:

• Implement procedures and systems within company guidelines for efficient workflow.
• Ensure accuracy and timeliness of administrative paperwork.
• Prepare and submit leases, and maintain tenant files.
• Prepare tender documents for property improvements and service contracts.
• Handle emergencies and urgent issues to minimize liabilities.
• Maintain records and submit required reports to the General Manager.
• Liaise with other departments for a team approach to asset management.

Leasing:

• Utilize marketing strategies to attract and secure tenants.
• Ensure rental properties are occupied to optimum capacity.
• Conduct regular market surveys for competitive rents.
• Monitor and analyze market data for management updates.

Tenant Retention:

• Address tenants' concerns promptly to ensure satisfaction.
• Implement tenant communication policies and procedures.
• Distribute notices and develop tenant retention programs.
• Conduct inspections during tenant move-in/move-out processes.

Fleet Management:

• Design and implement a program for managing the company’s fleet of vehicles.
• Ensure vehicles are licensed, insured, and operated within guidelines.
• Oversee repairs and maintenance operations.
• Provide recommendations on fleet utilization and replacement.
• Develop a vehicle replacement schedule.

Supervision:

• Motivate staff to achieve optimal performance and work successfully as a team.
• Coordinate daily workflow and ensure up-to-date job descriptions.
• Ensure compliance with health and safety obligations.
• Convene regular departmental meetings and plan staff training.

Qualifications, Experience, Skills:

• Master’s Degree in Management Studies/Business Administration or equivalent.
• Knowledge of Government of Jamaica operating regulations and laws.
• Education in Real Estate or Facilities Management.
• Proficiency in Microsoft Office Suite.
• Five years of work experience, with three years in commercial/retail property management.
• 2-3 years of experience managing professional staff.
• Excellent verbal and written communication skills.
• Strong negotiation and interpersonal skills.
• Exemplary time management, planning, and organizational skills.
• Ability to work under pressure and meet deadlines.
• Critical analysis skills related to operational issues.
• Highly motivated to consistently achieve results.