Manager, Administration and Property Management at SBM Bank

Job Purpose

To provide strategic leadership and operational oversight for the Bank's facilities, property portfolio, administration services, transport, archival and support services functions. The role is responsible for ensuring optimal utilization of Bank assets, regulatory compliance, cost efficiency, business continuity, and delivery of safe, secure, and productive work environments across all Bank locations.

Key Responsibilities

Facilities Management (25 % of the time)

• Develop and implement facilities management strategies that support business operations and growth.
• Oversee repair, maintenance and replacement of building infrastructure, equipment and installations across Head Office and branch network.
• Ensure implementation of preventive and planned maintenance programs for all facilities and assets.
• Manage service contracts for generators, UPS systems, elevators, fire equipment, HVAC systems, cleaning, landscaping, pest control and related services.
• Monitor service providers against agreed Service Level Agreements (SLAs).
• Ensure compliance with health, safety, environmental and fire safety regulations.
• Prepare and manage facilities maintenance budgets while ensuring cost efficiency and value for money.
• Oversee branch equipment leasing arrangements and lifecycle management.

Key Deliverables

• Asset uptime and availability.
• Compliance with statutory inspections.
• Maintenance budget adherence.
• Service-level compliance from vendors.
• Successful delivery of branch and office projects.

Administration & Property Management (65% of the time)

Property Management (40% of the time)

• Develop and execute the Bank's property and premises strategy.
• Manage acquisition, lease negotiations, renewals, relocations and disposal of premises and assets.
• Oversee administration of all owned and leased properties.
• Ensure timely acquisition and renewal of statutory licenses, permits and regulatory approvals.
• Manage landlord relationships and resolve tenancy matters promptly.
• Coordinate branch expansion, refurbishment and relocation projects.
• Optimize utilization of office space and property assets.
• Identify opportunities for digitization and automation of administration and facilities management processes.
• Manage budgets for rent, rates, utilities, licenses and related property expenses.
• Review and verify property-related invoices, leases and contractual obligations.
• Ensure timely settlement of rent, utilities and property-related obligations.
• Drive initiatives aimed at reducing occupancy and operational costs.

Key Deliverables

• Regulatory compliance across all properties.
• Effective lease management.
• Reduced occupancy costs.
• Optimal asset utilization.

Archival, Stores, Mailroom and Courier Services (15 % of the time)

• Manage outsourced records management and archival service providers.
• Ensure secure retention, retrieval and disposal of records in accordance with regulatory requirements.
• Oversee mailroom operations and internal distribution services.
• Manage courier service contracts and performance standards.
• Ensure efficient inventory management practices within stores operations.

Key Deliverables

• Timely record retrieval.
• Secure records management.
• Efficient mail and courier service delivery.

Transport Management (10% of the time)

• Oversee management of owned, leased and outsourced transport resources.
• Develop fleet utilization and cost optimization initiatives.
• Manage vehicle maintenance schedules and regulatory compliance.
• Coordinate transportation requirements for business units.
• Manage taxi service providers, vehicle leasing companies and other transport vendors.
• Monitor fleet performance, utilization and costs.

Key Deliverables

• Fleet availability and utilization.
• Cost-efficient transport operations.
• Compliance with transport regulations.

Leadership and People Management (10% of the time)

• Deputize for the General Manager, Shared Services when required.
• Lead, mentor and develop direct reports to achieve high performance.
• Establish and monitor departmental KPIs and performance objectives.
• Drive employee engagement, succession planning and capability development.
• Foster a culture of customer service excellence, accountability and continuous improvement.
• Review and develop policies, procedures and operating guidelines relevant to Administration and Property Management.

Key Deliverables

• Strong team performance.
• Effective succession planning.
• Improved staff engagement and productivity.

Direct Reports to this Position:

• Manager, Administration - 1
• Administrator, Logistics – 1

Customers of this Position:

• All Departments and branches
• Regulatory Authorities
• All Bank customers
• Service providers

Knowledge/Skills and required for this Role:

• Ability to work interact with multiple stakeholders at all levels of the organization
• Leadership and mentorship skills
• Good communication and interpersonal skills
• Technical ability to understand and interpret architectural designs, quantity surveying, property management, engineering, building technology, legal, and general administration.
• Adequate Computer Literacy

Qualifications & Experience

Academic Qualifications

• Bachelor's Degree in Business Administration, Real Estate, Property Management, Architecture, Building Economics, Quantity Surveying, Engineering, Construction Management or related field.
• Professional certification in Property Management, Facilities Management or Project Management will be an added advantage.

Experience

• Minimum 5 - 7 years' experience in property, facilities or construction management.
• At least 5 years' experience managing vendors, contracts and service providers.
• Experience managing multi-site property portfolios and facilities operations.
• Experience in the banking or financial services sector is an added advantage

Personality Requirements

• Ability to evaluate expenditure decisions, develop and manage both operational and capital budgets
• Ability to communicate effectively across all levels of the organization
• Ability to multitask and work quickly to efficiently provide positive outcomes
• Excellent analytical, problem solving and decision-making skills
• Excellent verbal, listing and written communication skills
• Ability to lead, inspire and motivate direct reports
• Ability to plan, organize, delegate, audit, coordinate and prioritize department workload
• Ability to resolve conflicts

Core Competencies

Technical Competencies

• Property Portfolio Management
• Facilities Management
• Contract & Vendor Management
• Budgeting & Cost Control
• Project Management
• Regulatory Compliance
• Risk Management
• Asset Lifecycle Management 

Behavioral Competencies

• Strategic Thinking
• Leadership & Team Development
• Stakeholder Management/Negotiation & Influencing Skills
• Decision Making
• Problem Solving
• Planning & Organizing
• Communication & Interpersonal Skills

Accountability

The role is accountable for:

• Property portfolio performance.
• Facilities and infrastructure availability.
• Administration and support services effectiveness.
• Departmental operating and capital expenditure budgets.
• Regulatory and statutory compliance.
• Service provider performance.
• Bank assets, equipment and facilities.
• Business continuity related to property and facilities operations.
• Processes and procedures
• Delegated authority
• Departmental budgets
• Resources - facilities, installations, equipment, vehicles, assets managed

Customer Focus

• Ability to coordinate multiple projects at the same time
• Ability to work long hours with extensive travel