Assistant Manager Operations

The Assistant Manager - Operations for Property Maintenance, Refurbishment, and Construction is responsible for supporting the Operations Manager in overseeing and coordinating all aspects of property maintenance, refurbishment, and construction activities.

This role ensures that all projects are completed efficiently, and to the highest standards. The Assistant Manager will also manage teams, liaise with contractors, landlords, tenants, and management companies, and uphold compliance with safety regulations. The position requires full proficiency in Microsoft Office, particularly Excel and PowerPoint, for maintaining records and creating presentations.

Key Responsibilities:

1. Operational Management:

• Assist in planning, scheduling, and supervising daily operations related to property maintenance, refurbishment, and construction.
• Ensure timely and effective completion of maintenance and refurbishment tasks.
• Monitor and evaluate the performance of maintenance and construction teams to maintain high standards of service.

2. Project Management:

• Support the Operations Manager in the planning, execution, and completion of refurbishment and construction projects.
• Oversee project timelines, ensuring milestones are met and projects are delivered on time and within budget.
• Conduct regular site inspections via videos to ensure work is completed according to specifications and quality standards.

3. Team Leadership:

• Provide leadership, training, and development to administration, social media and maintenance teams.
• Conduct regular team meetings (minimum once a week) with directors to review progress, address challenges, and promote effective communication.
• Assist in the recruitment and onboarding of new team members.

4. Budget and Resource Management:

• Assist in the preparation and management of budgets for maintenance, refurbishment, and construction projects.
• Optimize resource utilization, including labour, materials, and equipment, to maximize efficiency.
• Monitor and report on project expenses and variances to ensure financial control.

6. Customer Service and Communication:

• Act as the main point of contact for landlords, tenants, and management companies, ensuring clear and effective communication.
• Schedule and coordinate appointments for maintenance, inspections, and project work.
• Prepare and send quotations, invoices, and other necessary documentation.
• Address and resolve any issues or complaints from property owners and tenants promptly and professionally.
• Maintain strong relationships with clients, ensuring high levels of satisfaction and repeat business.
• Provide regular updates to clients on project status and any issues that arise.

7. Administrative Duties:

• Maintain accurate and up-to-date records of all operations and projects using Excel and other management software.
• Prepare and deliver presentations using PowerPoint to report on project progress and outcomes.
• Keep track of all appointments, quotations, and invoices, ensuring timely follow-ups and record-keeping.
• Ensure all documentation is organized and easily accessible for audits and reviews.

Qualifications:

Education:

• Bachelor’s degree in Business Administration, Construction Management, Facilities Management, or a related field.

Experience:

• Minimum of 3-5 years of experience in property maintenance, refurbishment, or construction, with at least 2 years in a supervisory or managerial role.

Skills:

• Strong leadership and team management skills.
• Excellent organizational and project management abilities.
• Proficient in Microsoft Office Suite, particularly Excel for record-keeping and PowerPoint for presentations.
• Strong problem-solving skills and attention to detail.
• Excellent communication and interpersonal skills.
• Ability to create and manage spreadsheets, track budgets, and generate reports.
• Experience in preparing and managing quotations, invoices, and scheduling appointments.