Building Manager Duties
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Building Manager Duites
Keeping this in mind, the scope of work that supports the Building Manager and their responsibilities includes, but is not limited to:
- Maintenance Oversight
- Coordinating scheduled and unscheduled maintenance works.
- Ensuring compliance with service level agreements (SLAs).
- Verifying that all works align with quoted scopes and standards.
- Repairs & Fault Resolution
- Logging and tracking reactive repair requests.
- Liaising with contractors to diagnose and resolve faults.
- Ensuring timely completion and quality assurance of remedial works.
- Project Monitoring
- Supervising small projects and minor works to ensure adherence to the agreed scope, timeline, and budget.
- Reviewing contractor and consultant documentation to validate project intent and outcomes.
- Contractor Management
- Overseeing contractor conduct, adherence to site rules, and WHS compliance.
- Monitoring contractor performance and reporting deficiencies or concerns.
- Managing variation requests and assessing their validity.
- Communication & Reporting
- Providing regular progress updates to stakeholders.
- Reporting on delays, defects, or emerging issues with clear documentation.
- Collating and presenting tenant feedback and operational impacts.
- Financial Awareness & Budget Tracking
- Monitoring estimated and actual costs related to maintenance, repairs, and projects.
- Flagging budget concerns and supporting value-for-money assessments.
- Recommending cost-effective solutions where appropriate.
- Risk & Compliance Monitoring
- Identifying potential risks to the building, occupants, or operations.
- Ensuring compliance with regulatory requirements, including WHS, fire safety, and essential services.
- Coordinating with consultants or specialists as required for compliance advice or rectification.
- Stakeholder Liaison & Recommendations
- Acting as the on-site representative to translate practical realities (“coal face” conditions) into meaningful insights for decision-makers.
- Recommending courses of action based on observed outcomes, contractor reports, and consultant advice.
- Supporting transparent, informed decision-making through accurate and timely communication.
Building Manager Duties: The Basic Understanding
There are three fundamentals to the duties of a Building Manager,
Operations & Maintenance
Scheduled Maintenance Regimes and Corrective Maintenance for critical and non-critical defects keeps your clients Building compliance and safe for occupants and owners a like
Managing the Tenants
Stakeholder and Tenant Management is the core foundation to the success of the business. Tenants are the engine room that provides the resources to keep the building running.
Monitoring the statutory and regulatory compliance
Our Building Codes, Australian Standards, Council Regulations, and Statutory compliance are there to protect and serve. Keeping the building compliant is a core function of Building Management
Building Manager Duties
Item |
Description |
|---|---|
MONITORING |
|
| 1 | Oversee Cleaning and maintenance of all open space and / or common areas |
| 2 | Oversee the Building Management System, which typically controls mechanical air conditioning. |
| 3 | Oversee the maintenance and repair security and access control systems; |
| 4 | Oversee the maintenance of the Car park lighting in all basement-level car parks. |
| 5 | Oversee the Basement retail & commercial car park cleaning and maintenance, including car park sweeps and graffiti removal. |
| 6 | Oversee the maintenance of the Car wash bays, including the pump, station and oil separation pit. |
| 7 | Oversee the Cleaning and upkeep of the Maintenance of any workshop |
| 8 | Oversee the maintenance of the Fire stair pressurisation – including fan room equipment & associated risers, ducts, fan motors, variable speed drives, sensors, and controls. |
| 9 | Oversee any maintenance of the Shared access ways to car parks – including surfaces, signage, line marking, lighting, etc. |
| 10 | Oversee the maintenance of the Car park mechanical ventilation and exhaust systems. |
| 11 | Oversee the Main switch-room – maintenance, cleaning and ventilation plant and controls. |
| 12 | Oversee Car park Carbon monoxide Sensor(s) and Fan Controls for regular 6 monthly calibrations and tests. |
| 13 | Oversee Elevators maintenance, including cleaning, Safe operation certification, telephone operation. Ensure Lift motor room is kept clean and free of Debris |
| 14 | Oversee the maintenance of the Cold water systems and cold water booster pump including domestic potable cold water meters, cold water booster pumps, hydraulic services and hose cocks servicing the shared areas (excludes installations for exclusive use of owners, occupiers). |
| 15 | Oversee the Cleaning and maintenance of Commercial signage. |
| 16 | Oversee the maintenance of the Air supply and air fan service to Commercial Tenants |
| 17 | Oversee Paths of egress in common areas are free from obstruction |
| 18 | Oversee the Cleaning and maintenance of all services to garbage room including water supply, lighting, bins, etc |
| 19 | Oversee the maintenance of the Ground floor loading dock incorporating roller shutter and truck turntable – includes access area to garbage room and trade waste. |
| 20 | Oversee the maintenance of External lighting to all shared areas including light poles and all other fittings. |
| 21 | Oversee the maintenance of the Fire Services including sprinklers, evacuation system, smoke detectors, fire hydrant booster valves, fire indicator panel, hydrant booster, sprinkler valves, pumps, mimic panels, hydrant riser and hose reel distribution lines, occupant warning system, power to hydrant room and all essential fire safety systems. (instructions for this will be provided by the strata manager) |
| 22 | |
Access Control & Security Duties |
|
| 1 | Ensure easy access for authorities is granted to the Water meter. |
| 2 | Ensure easy access for authorities to the Electricity meter(s) |
| 3 | Program, manage, and administer access control fobs and cards to authorized personnel, tenants, visitors and contractors |
| 4 | Ensure the access control system is maintained, including contractors performing their maintenance duties, supplying services dockets and debrief on works complete, any recommendations or defects in writing |
| 5 | Maintain a current ledger of whom has access cards |
| 6 | Maintain a current Key ledger, including registered and unregistered key systems |
Management Duties |
|
| 28 | Manage Cleaning of all shared areas; |
| 29 | Manage the maintenance of all signage other than supermarket signage and signage owned by occupiers including directional signage, line marking (excl car parks listed in each lot’s responsibilities below), facility signage and building signage |
| 30 | Manage Car park sub-soil drainage system – including pipes, pits, pumps, electrics, submarines, grates, etc. |
| 31 | Manage access to Communications cupboards located on each floor lobby entries and ground floor. |
| 32 | Manage the Garbage removal. |
| 33 | Manage access to the Communications room and MDF located in basement 1 under Building C. |
| 34 | Manage Review and ensure Fire stairs are all clear and free of obstructions |
| 35 | Manage booking for above loading docks; |
| 36 | Manage the Maintenance and cleaning of storm stormwater detention system; |
| 37 | Ensure all site documentation and other information is kept in the Manager’s office. |
| 38 | |
| 39 |
Critical Dates |
| 40 | Annual fire Safety Statement |
| 41 | Back Flow Prevention device |
| 42 | Thermal Mixer Valves |
| 43 | Pressure vessel certification |
| 44 | Water tank certifications (including Fire, potable water – typically 2 years) |
| 45 | Elevator safe to operate certification |
| 46 | Emergency Lighting |
| 47 | Test and Tag / RCD testing and record keeping |
| 48 | Anti Slip certifications for floors |
| 49 | Portable fire extinguishers (different periods for different types) |
| 50 | Sprinkler system alarm valve overhauls (5 years) |
| 51 | Fire Indication Panel Battery Replacement ( 2 years) |
| 52 | Smoke Detectors (10 years) |
| 53 | Sprinkler bulb test (25 years) |
| 54 | Hydrant valve landing Kits (5 years) |
| 55 | Air Handling System filters (typically 6 months) |