Manager, Property & Corporate Security – Fit Out & Maintenance

REPORTS TO: Manager, Property & Corporate Security

POSITION OBJECTIVE:
Provide technical design & implementation to Property and Corporate Security functions. Prepare presentation, zoning / layout plan, include but not limit to office set up and renovation, office security & office maintenance, lease portfolio management, project management & asset management following company guideline & service level agreement.
Draft and propose design guideline and prepare business case for all type of office (Nest, Sale office, head office, co-working…) so as to meet business requirement.
Besides the deliverable Property and Corporate Security service, lead and manage new / renovation projects, maintenance and control approval budget and expenditures to support the company’s business strategy & development goal.

ROLES AND RESPONSIBILITIES:
Strategy formulation:
• Prepare annual Capital Expenditure and GOE budgets.
• Find opportunities for cost reduction and optimize utilization. The initiatives can vary from smart office set up, rearrangement of facility, fixed asset utilization…
• Review General Agency facilities set up and operations.
• Strictly comply with company procedures for Construction, Fire Safety, Security and Asset Management.
• Draft and propose SOP for smoothly operation
• Control approval budget and expenditure of new projects and maintenance program.

Project Management:
Lead and manage of all major fit out/construction/relocation projects. Major tasks as follows:
• User requirements gathering including Personal Planning Data (PPD) preparation and sign-off.
• Office search. Fast completion of checklists for Fire safety and Lease approval. Prepare office summary (pro’s, con’s and recommendation) for users and Property Manager.
• Fast preparation of Lease Transaction Memo.
• Preparation of tender documents including scope of works.
• Collect user’s requirements, prepare tender document for bidding.
• Analysis of tenders and support P&S in negotiations.
• Project supervision and report.
• Prepare project’s org. chart and procedure.
• Preparation of defect list and site handover form.
• Move in users and handover to staff/local management.
• Process follow-up assigned tasks.

Lease negotiation, maintenance, asset control & office services:
• Review LOO & contract in both Vietnamese and English version, support legal & operation team in negotiation.
• Prepare strategic, office’s development and implementation plan.
• Maintain library/database of current office set-up e.g. floor plans, tender documents, warranties, photographs.
• Conduct Asset control and inventory before handover to operation team. This includes of coding, disposal, moving and acquisition of new asset
• Support to facilities team as required. This will include handling and solving service requests, planning and supervising moves, other jobs as needed.

Other:
• Prepare various regular reports.
• Train/ supervise junior staff as required.
• Performs other responsibilities and duties periodically assigned by immediate manager in order to meet business requirements.

Education
• Education: University, graduate in Property or Building management, construction or similar areas.
• Architecture / construction engineer education / Project manager is an advantage

Experience
• At least 03 years of experience in real estate, office management, 5 years in design, fit-out / construction projects.
• Managerial experience in office/ facilities management or related roles.

Certificates/ Licenses:
• Certification in Building Management or Project Management would be beneficial.

Language skills (verbal & written): fluently

PC skills:
• Skillful in working with AutoCAD, Sketchup, PowerPoint.
• Strong office computer efficiency, Ms Project, are beneficial

Special skills
• Sketching.
• Well organized and very good at management. Attention to detail and ability to follow guidelines and procedures, make proposals, negotiate with other departments and drive change.

• Multi-task, good interpersonal skills and communication skills
• Good handling complaints, solving problems and making decision.
• Logic and dynamic, good at communication and presentation skill
• Active personality: Ability to take initiative, getting used to new working conditions quickly and efficiently.
• Honest, strong team working

- 13th payment

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