JOB DESCRIPTION

Company:                        Deutsches Haus Ho Chi Minh Stadt Limited (“the Company”)

Building                            Deutsches Haus Building (“Building”)         

Job title:                           Property Director/Senior Property Manager of the Company (Subject to the qualifications and experience)

Department:                     Building Management Office (“BMO”) 

Report to:                         Chairman or General Director & COO

Location:                          Ho Chi Minh

The incumbent will be expected to perform day to day professional property management and operational activities including working directly with Tenants to ensure that they are satisfied with the service provided, accounting and budgets control, and most importantly representing the company and brand. Weekends and evenings will be required from time to time, and there will be an on-call component to deal with any immediate emergencies.

RESPONSIBILITIES

Building Operation:

• Maintain owner relationship and satisfaction through appropriate communication (visual, written and oral);
• Maintain tenant contacts and satisfaction through appropriate communication (visual, written and oral);
• Ensure effective communications with residents and clients, in a timely and diligent manor;
• Administer and ensure compliance of the terms of all tenant leases;
• Recommend rental levels by being familiar with marketplace and recommending to owner input on pricing;
• Responsible for promoting the leasing of vacant spaces with leasing team, including monitoring efforts of leasing team responsible for same;
• Develop and maintain Tenant Manual;
• Work closely and build good relationship with tenants and the landlord;
• Manage electronic data and emails and ensure all client files are updated;
• Reporting – regular and extraordinary reporting including but not limited to: review of property management monthly financial, leasing and marketing reports to ensure accuracy; and review and analysis of variances in the operating, leasing and marketing budgets;
• Liaise with Senior Purchaser to purchase necessary materials, equipment, or other resources for the Building;
• Allocate physical resources within organizations of BMO;
• Conduct employee training programs;
• Develop organizational goals or objectives of BMO;

Budgeting:

• Prepare and submit annual operating and capital budgets for owner approval, including comments and assumptions for same;
• Approve payables and establish priorities of payment when necessary;
• Review monthly financials and prepare comments for owners, recommend corrective action as necessary;
• Review receivables and contact tenants to collect rents in arrears in accordance with collection guidelines;
• Monitor real estate taxes and assessed valuations to assure proper levels of taxation;
• Control expense commitments and develop expenditure procedures to adhere to budget guidelines;
• Develop, implement and monitor budgets and financial planning.

Maintenance of Deutsches Building:

• Develop and maintain building procedures and supervise building operations, utilizing building staff as appropriate;
• Develop and implement plans and procedures for property security;
• Conduct property inspections;
• Develop and maintain long range Building Improvement plans (rehab/modernization), including maintaining knowledge on competing properties;
• Supervise, train and monitor all staff, including Security, Janitors, administration, operations and other vendor staff and work with the chief engineer to ensure operational sound practices are in place:
• Obtain all repairs and maintenance matters are progressed correctly and best quotes obtains.

Service Contractors and Suppliers:

• Negotiate with vendors for cost effective equipment and services including, but not limited to maintenance contracts, and supplies:
• Review and Ensure the compliance and enforcement of Contracts/Agreements while implementation or renewal stage, recommend any change/amendment to the Company in regard of elimination of potential risk or inefficiency;
• Liaise or discuss with Chief Engineer in regard of technical matters including the technology specifications or technical requirements for contract signing/renewal, maintenance or purchasing activities/purposes;        
• Ensure that adequate inventories of operating and maintenance supplies are on hand;
• Develop, implement and monitor standard operating procedures for all staff and contractors;
• Instructing contractors for works of minor repair, maintenance and supervision of works.

General activities:

• Supervise all on-site personnel;
• Possible supervision of construction management projects as required;
• Support other activities with your specialized skills, experience and teamwork
• Prepare weekly / monthly reports
• Government contacts and liaisons
• Dealing with email & telephone enquiries from contractors, sub-contractors and clients

Education and Experiences:

• Must be a University graduate, major or knowledge & experience in technology, construction, hospitality management shall be preferred;
• At least 6 years experience at the similar position in multinational commercial property/real estate companies;
• Have deep knowledge of commercial properties management including office, retails, industrial;
• Participation in professional organizations, especially Grade A buildings;
• Possess proficiency in Microsoft Office applications (MS Word, Excel, and Outlook) and familiarity with property management accounting software;
• Prior experience with property management software is critical;
• Excellent command of English skills;
• Good attitude, willing to provide high end standards for clients;
• High commitment of Conduct in

General skills and knowledge:

• Independent, self-starter, team player. Excellent organizational, prioritization and communication skills;
• Able to work under pressure, deal with multiple deadlines, effectively handle stressful situations, deal intuitively with situations, and work with minimal direction/supervision;
• Role model, conscientious, reliable, and flexible;
• Ability to provide mentorship and encourage leadership and growth in others;
• High degree of professionalism and passion for success;
• Exhibit a high level of professionalism and excellent interpersonal skills;
• Strong relationship-building ability, proactive, results-oriented, and resourceful;
• Ability to meet deadlines without compromising accuracy, excellent product quality and attention to detail;

Skills

• Active Listening – Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times;
• Coordination – Adjusting actions in relation to others’ actions;

• Monitoring – Monitoring/Assessing performance of yourself, other individuals, or organizations to make improvements or take corrective action;
  • Social Perceptiveness – Being aware of others’ reactions and understanding why they react as they do;
  • Speaking– Talking to others to convey information effectively.

Knowledge

• Administration and Management – Knowledge of business and management principles involved in strategic planning, resource allocation, human resources modeling, leadership technique, production methods, and coordination of people and resources.
• Customer and Personal Service – Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Personnel and Human Resources – Knowledge of principles and procedures for personnel recruitment, selection, training, compensation and benefits, labor relations and negotiation, and personnel information systems.
• English Language– Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Mathematics – Knowledge of arithmetic, algebra, geometry, calculus, statistics, and their applications.

Contact Details: 

Dinh Van Son (Mr.)

Director

Deutsches Haus Ho Chi Minh Stadt Ltd.
Level 15, 33 Le Duan Blvd., Ben Nghe Ward
District 1, Ho Chi Minh City, Vietnam

T.  +84 (0) 8 3821 9309
E.  son.dinh@dhhcmc.com
W. www.deutscheshausvietnam.com