Specialist Real Estate Management

Job Details Position Title: Specialist - Facilities Management (Real Estate) Reports To: Head – Technical Facilities Division: Facilities Management Department: Operations and Services Job Purpose The Real Estate Management Specialist supports the effective management of the company’s real estate portfolio and building operations from a property perspective, including tenancy, leases, contracts, service charges, compliance, and stakeholder coordination Reporting to the Head of Technical Facilities, the role helps ensure properties are occupied, compliant, well-presented, and financially controlled by coordinating property administration, tenant relations, vendor and service contracts, and reporting The position partners with Facilities teams on technical matters while focusing primarily on the commercial and operational performance of the assets Key Accountabilities Support day-to-day property management activities for assigned buildings and sites, ensuring a high standard of presentation, tenant satisfaction, and operational readiness. Coordinate lease administration tasks, including maintaining lease files, tracking critical dates such as renewals and expiries, supporting rent schedules, and assisting with handover and takeover checklists. Serve as a point of contact for tenants and occupants regarding non-technical building matters. Log requests, coordinate responses with internal teams and service providers, and follow through to closure. Support property budgeting and cost control by assisting with annual budgets and forecasts, tracking operating expenses, reconciling invoices, and flagging variances. Assist in managing service charges, where applicable, by collecting supporting documents, tracking allocations, and preparing supporting information for client and tenant queries. Coordinate and monitor soft services and general building services contracts, including cleaning, security, waste management, landscaping, pest control, and consumables. This includes conducting performance checks and tracking SLAs and KPIs. Support procurement and contract administration by obtaining quotations, preparing comparison sheets, coordinating approvals, and maintaining vendor and contract documentation. Conduct routine property walkthroughs and inspections to identify issues relating to housekeeping, access, signage, parking, common areas, and tenant interfaces. Raise actions and track them through to closeout. Support occupancy, moves, and space changes by coordinating access requirements, tenant communications, and operational readiness with Facilities and MEP teams. Maintain accurate records and trackers covering tenancy status, contracts, insurance and permits where applicable, notices, correspondence, and meeting minutes. Support compliance and risk controls relevant to property operations, including documentation readiness, incident logging coordination, and contractor access processes. Escalate issues as required. Prepare periodic reports for management and clients, including occupancy status, lease trackers, contractor performance, issue logs, and cost summaries. Support stakeholder meetings and action tracking. Communications and Working Relationships Internal Head of Technical Facilities Director of Operations and Services Function heads across the organisation Relevant committees External Tenants and occupants Landlords and owners, where applicable Leasing agents and brokers Finance and Accounts Legal and Contracts Security Facilities and MEP teams External service providers Context, Work Environment and Decision-Making Authority Work closely with internal departments and external parties, including tenants, landlords, brokers, and vendors, to coordinate property-related requirements and resolve issues. Use judgement to prioritise competing requests, maintain accurate documentation and trackers, and recommend actions to management based on operational and commercial impacts. Make day-to-day operational decisions to address tenant and service issues, prioritise tasks, and coordinate vendors, escalating higher-risk matters as required. Qualifications, Experience and Skills Required Qualifications and Experience Bachelor’s degree in Real Estate, Business Administration, Property or Facilities Management, Accounting, Finance, or a related field. 5–8+ years of experience in real estate or property management, building management, leasing administration, or a related role within commercial, residential, or mixed-use environments. Experience coordinating vendors and service contracts, with an understanding of SLAs, KPIs, and contractor performance management. Strong administrative and documentation skills, including the management of lease files, trackers, correspondence, meeting minutes, and reports. Working knowledge of budgeting fundamentals, invoice checking, and cost tracking. Strong communication and customer service skills, with the ability to work effectively with tenants, owners, brokers, and internal st