Housing Manager

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SUMMARY OF POSITION

The Housing Manager is accountable for overseeing and managing the daily operations and activities in the staff accommodation. This role includes ensuring proper maintenance of accommodation, addressing resident concerns, coordinating housing assignments, and upholding a safe, comfortable, and compliant living environment for all employees. Additionally, the Housing Manager will manage the logistics of accommodation allocation, oversee transportation, monitor on-site employee dining room, manage operational budgets, and collaborate with various departments to fulfill the accommodation needs of the organization.

SCOPE

The Housing Manager (Staff Accommodation) is responsible for the comprehensive management of employee housing facilities. The role encompasses responsibilities including but not limited to operational management, maintenance, employee welfare, budgeting, and legal compliance.

SUMMARY OF RESPONSIBILITIES:

Responsibilities and essential job functions include but are not limited to the following:

Accommodation & Facilities

• Oversee the allocation of staff accommodation based on company policies, employee entitlements, and employee needs
• Ensure all employee accommodation facilities are properly maintained, safe, clean, and fully operational
• Maintain up-to-date records of accommodation occupancy and availability
• Conduct periodic/monthly inventory of company assets, OS&E, Linen, etc as per schedule
• In coordination with the Security Team, perform periodic checks across the accommodation including rooms, apartments, villas, club house, recreational facilities, prayer room, and public areas to ensure compliance with local legislation, health & safety regulations, safety measures, and other accommodation-related policies
• Implement housing rules and regulations in accordance to local legislation and hotel policies and ensure that they are adhered to at all times
• Conduct daily operation meetings with the housing team to discuss and address operational issues as and when needed
• Resolve employee concerns related to staff accommodation in a timely and efficient manner
• Ensure welcome kit are arrange for all new joiners i.e welcome card, welcome drinks and fruits, printed accommodation rules and regulations, required toiletries etc.
• Ensure the Room for new joiners are always up to the standard.
• Maintain a detailed record of all reported maintenance issues and update with actions taken for resolution
• Ensure inventory check for all leavers prior leaving the accommodation.
• Follow-up any pending maintenance issues from any concerned departments including external contractors, engineering team, etc.
• Provide safety and security across by ensuring sufficient security coverage across the staff accommodation
• Meet and greet all new joiners and explain in person the rules of the accommodation (Does and Don’t).
• Provide 24/7 support to all employees in the accommodation as and when needed including emergency situations involving medical emergencies and any other activities involving law enforcement authorities, etc.
• Assist the Local Authority in regards for any assistance.
• Attend weekly in person T&C meeting in the Hotel to update the team accordingly.
• Facilitate effective and efficient move-in and move-out processes for all employees in the staff accommodation, ensuring smooth transitions
• Manage the daily tasks of the Housing team and ensure all checklist are being completed according.
• Plan the airport pick up and drop off accordingly as per communication from T&C Team and ensure the team roster is organized based on the operation requirement.
• Conduct a quarterly announced cleanliness visit in all the villas and apartments.
• Prepare a yearly maintenance calendar in collaboration with the Accommodation provide and ensure the routine/periodic projects are tracked and recorded accordingly.
• Ensure there is a proper Key Management for all the villas and apartments and proper record is kept in the database.
• Put in place a planner for inspecting and refreshing the Vacant rooms on a regular basis so that they are free from any bad smell.
•  Ensure the attendance of the team is being monitored and optimized based on the operation requirement
• Manage the roster of the team and ensure that there is proper coverage based on the demand of the operation
• Manage the cash float of the accommodation
• Ensure the LSOPs are enforce and prepare additional LSOPs as and when required
• Prepare and send a Monthly report summary to the Executive Director of T&C.
• Ensure Staff information or thirds parties tender receipts are kept confidential during or after employment with the company
• Always maintain a professional and collaborative way when dealing with all the vendors.

Employee Welfare

• In coordination with the Talent & Culture Department, organize and lead all the employee welfare activities in the staff accommodation as and when required
• Be present and actively participate in all the welfare activities
• Ensure any relevant communications are cascaded to all employees living in the accommodation including notices, announcements, etc.
• Ensure that all the welfare facilities i.e pool, recreation room, multipurpose room, Gym are well maintained, clean, tidy and all equipment are perfectly working.

Transportation

• Ensure the transportation arrangement for all employees living in the staff accommodation are as per operational requirements
• Ensure vehicles are regularly inspected, documented and consistently adhere to local legislation, health & safety regulations, safety measures, and other accommodation-related policies
• Provide additional transportation services as and when required by the operations
• Maintain daily, weekly, and monthly transportation logs

Employee Dining

• Oversee day-to-day activities in the on-site employee dining room ensuring cleanliness and hygiene at all times
• Monitor Food & Beverage offerings in the employee dining room to provide sufficient and quality food for all employees living in the staff accommodation
• Ensure there is a daily monitoring/checking all the meal period and report any discrepancies to the EDR Manager
• Liaise with service provided any special events and approve the menu proposed
• Ensure during the Ramadan, the Iftar and Suhoor provided are delivered on time and meeting the expectation.

Vendor Management

• Ensure that all contracted services are delivered in line with the terms of agreements
• Follow up relevant concerns or issues with the concerned suppliers pertaining to accommodation, transportation, security, employee dining, utility bills, etc.
• Liaise with the respective accommodation vendor for any major issues or repairs that needs urgent attention and inform the Executive Director of T&C accordingly.

Financial Management

• Develop and manage the budget for staff accommodation, ensuring that expenditures align with the hotel’s financial goals
• Monitor and control expenses related to maintenance, utilities, supplies, and any other costs associated with the housing facilities
• Identify opportunities for cost savings while maintaining quality service and compliance
• Oversee the efficient use of utilities (electricity, water, internet, etc.) within the accommodation facilities, ensuring that consumption is within budgetary limits
• Ensure that all maintenance and repair works are completed within budget and that any unplanned expenses are justified and approved
• Establish cost-effective strategies for maintaining accommodation facilities, including prioritizing essential repairs and preventive maintenance
• Negotiate and manage contracts with external vendors, such as maintenance services, cleaning contractors, and utility providers
• Ensure that there is a proper replacement of linen and appliances scattered on a year or 3-year plan.

Qualifications:

• Minimum of three (3) years of previous experience managing housing and facilities and services of comparable size, scale and nature or any similar experience; Experience in Middle East is preferred.
• Due to the nature of the role, fluency in Arabic language is an advantage.
• Valid driver’s license issued by Qatar will be beneficial
• Strong interpersonal and communication skills
• Strong customer service orientation
• Ability to thrive in a fast-paced and multicultural environment
• Experience in Fire & Life safety systems