Job purpose :- To maximize the financial, operational, and strategic value of the organization's properties and administrative resources through effective asset lifecycle management, digital transformation, cost optimization, risk control, and performance-based service delivery. The Director ensures that property and administration functions operate as value-creating business partners rather than merely support services.
Strategic Accountabilities & Responsibilities
Property portfolio strategy and value optimization
- Develop and implement a property portfolio strategy aligned with the organization's business plan and long-term growth objectives.
- Assess property utilization, occupancy, condition, operating costs, and business value.
- Identify underutilized, idle, redundant, or non-performing properties and recommend leasing, redevelopment, consolidation, or disposal.
- Develop property lifecycle plans covering acquisition, operation, maintenance, refurbishment, and disposal.
- Evaluate major property investments using financial analysis, total cost of ownership, and return-on-investment criteria.
- Maintain an accurate, centralized, and legally compliant property portfolio database.
- Advise executive management on property-related investment decisions and long-term liabilities.
Smart facilities and predictive maintenance
- Introduce preventive and condition-based maintenance systems to reduce equipment failures and emergency repairs.
- Implement computerized maintenance management systems (CMMS) or integrated facilities management platforms where appropriate.
- Use maintenance history, inspection findings, and operational data to prioritize interventions.
- Establish service standards for building availability, response time, maintenance quality, and user satisfaction.
- Monitor energy, water, utilities, and space utilization to identify efficiency opportunities.
- Apply risk-based maintenance priorities to critical buildings, infrastructure, and equipment.
Asset governance and accountability
- Establish a comprehensive asset governance framework with clear ownership, custody, and accountability.
- Introduce barcode, QR-code, RFID, or other digital asset tracking solutions where cost-effective.
- Integrate asset records with Finance and Procurement systems where feasible.
- Implement risk-based physical verification and exception reporting.
- Establish controls over asset transfers, write-offs, losses, disposals, and obsolete equipment.
- Ensure management has reliable information on asset condition, utilization, replacement needs, and lifecycle costs.
Administrative transformation and digitalization
- Redesign administrative processes to reduce unnecessary paperwork, delays, duplication, and manual approvals.
- Introduce electronic document management, digital workflows, and automated approval processes.
- Establish a centralized service-request system for facilities, transport, office supplies, and other administrative needs.
- Define service-level agreements (SLAs) for internal administrative services.
- Use dashboards to monitor service requests, response times, unresolved issues, expenditure, and customer satisfaction.
- Promote appropriate information security, records retention, access control, and data confidentiality.
Cost optimization and financial performance
- Develop a cost-optimization program covering property operations, maintenance, utilities, transport, supplies, and outsourced services.
- Establish baseline operating costs and measurable savings targets.
- Apply total cost of ownership analysis when evaluating leasing, purchasing, outsourcing, repairs, and replacements.
- Review contracts and supplier pricing to identify inefficiencies and opportunities for better value.
- Develop lifecycle replacement plans to avoid excessive repair costs and unplanned capital expenditure.
- Track verified savings and distinguish actual savings from cost avoidance.
- Provide executive management with periodic financial and operational performance reports.
Strategic procurement and vendor performance
- Work with Procurement to develop category strategies for property, facilities, fleet, maintenance, utilities, and administrative services.
- Establish measurable supplier performance standards, including quality, cost, timeliness, safety, and responsiveness.
- Monitor contractor compliance with contractual obligations and service-level agreements.
- Conduct periodic supplier performance reviews and risk assessments.
- Support competitive sourcing, contract consolidation, and lifecycle-based procurement decisions.
- Ensure all sourcing and contract-management activities comply with applicable procurement policies and delegation-of-authority requirements.
Enterprise risk, compliance, and business continuity
- Maintain a property and administration risk register.
- Identify risks relating to ownership documentation, leases, building conditions, fire safety, security, utilities, environmental compliance, and business interruption.
- Establish controls for high-risk properties and critical administrative services.
- Coordinate emergency response plans, business continuity arrangements, and disaster recovery for facilities.
- Ensure timely renewal of permits, insurance, leases, certifications, and other statutory requirements.
- Report material risks, incidents, control failures, and corrective actions to executive management.
Sustainability and resource efficiency
- Develop practical initiatives to reduce energy consumption, water use, waste, and unnecessary resource expenditure.
- Assess the business case for energy-efficient equipment and building improvements.
- Introduce utility monitoring and periodic consumption reporting.
- Incorporate sustainability criteria into property investment, maintenance, and procurement decisions where appropriate.
- Track savings and environmental improvements against established baselines.
Organizational leadership and service excellence
- Build a high-performing Property and Administration team with clear responsibilities and measurable objectives.
- Establish departmental KPIs, individual performance targets, and regular performance reviews.
- Develop staff competencies in digital systems, asset management, facilities management, and contract administration.
- Introduce an internal customer feedback mechanism to measure service quality.
- Promote a culture of accountability, continuous improvement, ethical conduct, and evidence-based decision-making.
- Advise senior management on organizational capacity, resource allocation, operational risks, and improvement priorities.
Leadership and reporting
- Lead, supervise, coach, and evaluate departmental staff.
- Establish annual work plans and departmental performance targets.
- Prepare periodic reports for senior management.
- Coordinate with Finance, HR, Procurement, Operations, Legal, and other departments.
- Promote accountability, teamwork, and professional service delivery.