Manager, Asset & Property - Administration Unit

Job Purpose

• Oversee the financial & operational performance of all Mashreq assets & properties.
• Ensure all operations under Property & Facility Management are run efficiently and within budget where applicable.
• Oversee performance management of all appointed service providers to ensure the required quality, standards and best practices are implemented and exceeded where possible.
• Provide the organization the required quality services related to asset & property management inclusive of fire life and safety; set up the facility management services and set the asset & property management major SOPs for the bank premises and properties opting towards minimizing cost and improvement of internal / external customer satisfaction.
• Ensure that Mashreqbank’s real estate investment and franchise is protected to the greatest extent possible through professional, effective and prudent management of building operations, the expense base and an effective premises strategy.

Key Result Areas

• Developing, implementing and managing an asset management strategy; creation of verification process flows and detailed procedure manual for stakeholder signoff and implementation, covering the portfolio to support the business plan.
• Asset transfer, write off’s, vendor arrangement & management to ensure timely service is provided to business as and when required.
• Preparing annual budgets for all asset management capital works and expenses; monitoring expenditure against plan and preparing variance analysis reports.
• Inventory management of Mashreqbank’s non-technology assets including reporting to the financial control teams and external auditors.
• Developing and managing a full facilities management program utilizing and coordinating contracted services and vendors engaged in fabric, plant and equipment maintenance.
• Soft Services provision across the Mashreq properties ensuring high levels of housekeeping, pest control, internal/external landscaping.
• Conducting proactive vendor management in line with Mashreqbank procedures; to include maintenance of approved vendor list, tendering, awarding and monitoring of contracts and any other procurement activity related to the asset management function.
• Management of detailed vendor KPI’s ensuring best practices, timely delivery of planned and reactive services across all Mashreq properties.
• Developing, managing and maintaining a reactive maintenance facility to include an admin. Help desk. This reactive maintenance capability includes an emergency response capability.
• Project managing small moves and building infrastructure replacement / upgrade projects.
• All other compliance requirements relating to the asset management function including but not limited to risk and control self-assessment, records retention and information security.
• Development of department Business Continuity Plan, outlining and inclusive of all key stakeholder roles & responsibilities in the event BCM activates the plan.
• Building upgrades and enhancements planning, tendering and management until completion.
• Ensure that all the bank’s insurance needs relating to staff, assets and trading are met and that policies are kept current and comprehensive, including cover for building and equipment, third party liability, computer installations, vehicle and bank blanket insurance.
• Provide fire, safety and first aid training for Mashreqbank staff and ensure that all employees are aware of fire life and safety requirements.
• Civil Defence, OFC etc. all certificate on time renewal for all Mashreq Premises, offices, Branches.
• Ensure that the safety standards are maintained in all MashreqBank offices by periodic check-up of all fire equipment and safety provisions.
• Ensure first aid services are available for all employees.
• Identifying areas wherein energy savings can be made, developing and submitting proposals detailing objectives with investment (where applicable) and payback period.
• Ensuring compliance with Mashreqbank operating policies and procedures, health and environmental standards and with all related local regulations. Employing continuous improvement techniques to work toward minimizing / eliminating health, safety and environmental risks to staff, clients and contractors as well as to premises and assets.
• Planning & provision of planned sanitizations across all properties.
• Using planned preventive and cyclical maintenance protocols to ensure Mashreqbank obtains best value for money whilst also ensuring the value of Mashreqbank’s non-technology assets is maintained.
• Management of all aspects of outsourced resources including performance measurement through the development and utilization of service level agreements and key performance indicators.
• Conducting annual self-audits on all Mashreqbank premises.
• Fewer breakdowns result in longer life of customer assets.
• Coordination with internal/external stakeholders to ensure events/activities are successfully delivered.
• Overall means coordinating and managing all clients' inquiries by carrying out detailed surveys and estimations to offer a turnkey solution / proposal and suggestion with the time frame.
• To ensure internal reporting and requirements are fulfilled within stipulated timelines.
• Oversee all property Management, facility management and security functions.
• Review and obtain approval for the annual budget for the building Service Charge.
• Review and approval of monthly financial and operational reporting.
• Review and approved the SOP’s for building operation with continuous version renewal mechanism.
• Review and approval of Standard Lease Terms.
• Negotiate lease agreements for tenants with legal.
• Manage all non-exclusive leasing agents in terms of information, approved marketing collateral, tenant viewings.
• Coordinate all internal Mashreq requirements regarding department/seat relocations, event management etc.
• Oversee the management of Mashreq Global Headquarters Business Centre, Auditorium etc. providing detailed reporting on use, occupancy & general condition.
• Exhaustive research on all new initiatives/improvements to the Mashreq buildings, implementing agreed actions.

Knowledge, Skills and Experience

• Knowledge of local regulations and building controls authorities policies / procedures.
• Knowledge of local vendors / contractors and their best practices.
• Verbal and written communication skills.
• Comprehensive knowledge and expertise in building systems.
• Good working knowledge of practical health and safety within the built environment.
• Practical experience of procurement activity especially in relation to the specification of services contracts and fabric, plant and equipment replacement.
• Bachelor degree in Engineering (Civil / Electromechanical) from a recognized university.
• Post graduate degree in management (MBA) will be advantageous.
• Experience not less than 10 years in engineering and facility management field.
• Computer skills (windows environment, AutoCAD, MS Project …etc.)
• Excellent command in spoken / written English.