About the position
The Portfolio Manager – Office is responsible for maximising the performance and long-term value of an office property portfolio through strategic, financial and operational management. The role requires strong leadership, financial oversight, leasing expertise and stakeholder engagement to ensure optimal returns, high service delivery standards and well-maintained assets.
Key Duties and Responsibilities Financial Management
- Oversee preparation and management of portfolio budgets, financial strategies and plans
- Monitor and control income and expenditure in line with business objectives
- Manage and monitor capital expenditure (CAPEX) projects to ensure accurate budgeting, forecasting and compliance with procurement policies
- Oversee forecasting and accruals, ensuring accuracy and understanding of major movements, utilities and recoveries
- Implement approved methodologies to maximise utility recoveries
- Oversee debtor management, including rental collections, arrears management, tenant payment negotiations and liaison with legal representatives where required
- Ensure accuracy of all financial and management reports and provide a monthly executive summary with commentary
KPI and Portfolio Performance Management
- Develop and implement portfolio strategies to achieve key performance indicators
- Manage portfolio net income against budget
- Drive leasing initiatives to minimise vacancies
- Develop and implement tenant retention strategies and maintain strong tenant relationships
Leasing
- Lead high-level lease negotiations with a strategic short? and long-term view
- Proactively plan for major vacancies and replacement tenants
- Implement and continuously update approved leasing strategies
- Prepare feasibility studies and expenditure proposals for leasing deals and projects
- Ensure offers to lease and lease agreements are accurately drafted, authorised and executed
- Drive tenant retention initiatives across the portfolio
Risk and Compliance Management
- Ensure compliance with Occupational Health and Safety (OHS) legislation across the portfolio
- Work closely with Risk, Compliance and Facilities Management to minimise portfolio risk
People Management
- Lead, mentor and manage the portfolio team
- Implement training and development plans and succession planning
- Manage recruitment in line with transformation policies
- Define human resource requirements and allocate resources effectively
- Set clear performance targets and manage performance consistently across the portfolio
- Identify performance gaps and implement corrective action, training or support where necessary
Reporting
- Produce and review comprehensive portfolio reports including income and expenditure, leasing, vacancies, arrears, capital projects, facilities and risk items
- Provide high-level executive summaries and actionable insights
- Ensure reporting highlights trends, variances and areas for improvement
Budget Management
- Manage and oversee the annual budget process in line with portfolio strategy and growth objectives
Other Responsibilities
- Ensure policies and procedures are consistently implemented and adhered to
- Identify refurbishment and development opportunities within the portfolio
- Conduct due diligence for property acquisitions and disposals as guided by Asset Management
- Ensure compliance with building regulations in conjunction with Facilities Management
- Build and maintain relationships with key stakeholders and industry partners
Minimum Requirements Experience
- Minimum 5 years’ property management experience
- Proven people management and leadership experience
Qualifications
- Relevant degree or qualification in Property Management and/or Financial Management (advantageous)
- Auxiliary official training certificates (advantageous)
- PPRA compliance is required
Knowledge and Technical Requirements
- Strong understanding of the commercial/office property market
- Financial accounting principles and financial statement analysis
- Office leasing principles and lease agreements
- Budgeting, forecasting and variance reporting
- Rental arrears management and debtor collection processes
- Knowledge of building services (electrical, plumbing, construction, fire regulations)
- Working knowledge of relevant legislation including OHS Act and Consumer Protection Act
- Knowledge of sale and purchase agreements and conveyancing processes
Skills and Competencies
- Strong business and financial acumen
- Excellent verbal and written communication skills
- Strong interpersonal, leadership and negotiation skills
- Analytical, organised and detail-orientated
- Ability to work under pressure and meet deadlines
- Results-driven, assertive and adaptable
- Strong problem-solving and decision-making ability
Desired Skills:
- Budgeting
- Client Relationship Management
- Commercial Properties
- Financial Management
- Forecasting
- Health and Safety Compliance
- Leasing
