Assistant Residence Manager

The incumbent will be responsible for all the facilities and operational aspects of one or multiple residences and assist the Residence Manager in managing facilities and relationships with the relevant stakeholders. The role also includes effective administration and front of house services for all internal and external customers at residence level and requires oversight responsibility when the Residence Manager is not on duty / not present.

DUTIES

Facilities Management

• Assumes responsibility for the effective facilities management of the residences.
• Coordinates and arranges third party services of maintenance contractors, suppliers, vendors, housekeeping services, security service, etc. Deals with contractors and suppliers on a daily basis.
• Liaises with Residence Managers regarding operational initiatives as well as maintenance work activities.
• Conducts periodic inspections of facilities, assesses problems and needs, and implements improvements in operations.
• Coordinates maintenance and ensures that facilities are clean, well maintained, and in good repair.
• Directs preventive maintenance procedures with the guidance of the maintenance team.
• Ensures that property operations are following established procedures, policies, and regulations.
• Conducts periodic reviews of existing policies and procedures to ensure maximum efficiency.
• Maintains accurate property administrative records.
• Assists in monitoring third party contracts and services including access control, cleaning, maintenance, security, and council utility supply departments when supply interruptions occur.

Monitor and execute the provision of the following at a residence level:

• Cleaning
• Security
• Maintenance of both physical structure as well as FF&E

Financial Planning

• Assists Residence Manager in developing short and long term residence operational cost budgets.
• Executes established operational goals and ensures that corporate-wide plans are complemented and supported.
• Estimates new operating costs.
• Ensures recovery of any expenses not included in the all-inclusive rental amounts.
• Checks and authorizes payment of accounts within an agreed mandate.
• Authorizes cleaning consumables, electrical, and general maintenance orders within an agreed mandate.
• Retrieves and reports municipal billing to Head Office.

Operational Management

• Provides effective administrative and front of house services.
• Assists in coordinating, executing, and monitoring policies and services.
• Maintains effective record keeping and liaises with Residence Manager & Residence Life allocations.
• Ensures accurate, orderly, and accessible residence records including student records.
• Coordinates and trains Res Fellows and Reception staff.
• Manages the reception services and acts as the first point of contact for residents, visitors, and guests.
• Maintains the official noticeboard for relevant student housing & Residence Life information.

Occupational Health & Safety: Compliance

• Ensures that Health and Safety legislation is adhered to at a residence level.
• Acts as the residence First Aider and manages the First Aid kit and recording of all incidents.
• Acts as the OHS Representative.
• Assists with effective Health and Safety campaigns held within the residence.
• Assists in identifying and resolving Health and Safety risks.
• Maintains a safe residence for students, staff, guests, and visitors.

Intake Process

• Manages student registration and deregistration processes.
• Records all room allocations effectively.
• Ensures student information cards are completed, accurate, and accessible.
• Manages residence records on student manager.
• Searches and views applicants.
• Prints/views booking scheduler.
• Handles room changes and swaps.
• Draws residence reports.
• Prints/exports arrivals and departures.
• Creates and maintains a performance culture developed with all team members having a strong student/client care focus.

REQUIREMENTS

• Grade 12.
• Diploma or General Business Degree or Bachelor's Degree preferred.
• Minimum of 5 years relevant experience in Property / Facilities Management.
• Experience in student accommodation and services is advantageous but not a prerequisite.
• 08 driver's license preferred.
• Must be willing to stay onsite.
• Excellent client service, people, and student orientation.
• Proficiency in Microsoft Office.

Required Experience: Manager

Key Skills

• Restaurant Experience
• Fashion Retail
• Hospitality Experience
• Assistant Manager Experience
• Basic Math
• Management Experience
• Math
• Business Management
• Leadership Experience
• Supervising Experience
• Restaurant Management
• Retail Management

Employment Type: Full-Time

Experience: years

Vacancy: 1