Operations Lead

JOB SUMMARY :

We are looking for an Operations Lead to join Medine Property | UMS Department.

The Operations Lead leads the day-to-day operational management of the UMS office: running and quality-controlling its core workflows, managing the support team, and acting as the main point of contact for owners, service providers and Council members on operational matters. The role line-manages the three-support staff and owns the continuity and quality of four core workflows — Validation de Dossiers, syndic/financial management via SEPTEO-SPI, field operations and compliance across the estate(s), and debt-recovery coordination — while consolidating the material the ‘Administrateur’ needs for his own statutory obligations (the mandatory quarterly report to the Conseil des membres, AGM preparation etc.).
Field operations and compliance is this role’s own direct, hands-on responsibility: it is the estate’s main on-the-ground presence, distinct in character from the office-based continuity and quality-assurance work the role also does across the other three workflows

Duties & Responsibilities

Team & Office Management

• Line-manages the Administrative Officer, Administrative Support and Back Office support day to day: workload allocation, leave and cover planning, and first-line performance check-ins that feed into the ‘Administrateur’s’ own review of each role.
• Owns the office’s administrative SOPs (building on the Administrative Officer’s existing day-to-day office
  administration) and coordinates onboarding/training, including SEPTEO-SPI competence across the team.
• Escalates to the ‘Administrateur’ anything requiring his statutory sign-off (contracts, legal action, acts of
  disposition, formal representation) or falling outside the authority delegated to this role

‘Validation de Dossiers’ — Quality Assurance & Continuity

• Monitors the dossier pipeline at portfolio level: dossiers approaching the 15/30 working-day statutory clock, files awaiting a Control Architect response, and deposits collected versus outstanding — flagging bottlenecks to the ‘Administrateur’.
• Cross-trains on the end-to-end Validation de Dossiers process so the office is not dependent on a single
  person: the Administrative Officer being currently the sole custodian able to run this process from A to Z,
  which is an operational continuity risk worth closing.
• Ensures the handoff between the Administrative Officer and the Administrative Support on Control Architect invoicing/settlement runs smoothly and on time.

Syndic & Financial Management

• Cross-trains on the SEPTEO-SPI accounting and appel de fonds cycle run by the Administrative Support, as a continuity backstop.
• Monitors budget execution across the AFM (and any AF in scope) against the AGM-approved budget and flags material variances to the ‘Administrateur’.
• Ensures the État Daté handoff (prepared by the Administrative Support, reviewed and transmitted by the
  Administrative Officer — (Art. 664-78 C.C.M.) is running on time for pending property sales.

Stakeholder & Escalation Management

• First point of contact for owners, Conseil des Membres members and service providers on operational
  matters, resolving what can be resolved at this level and escalating the rest.
• Supports day-to-day administration of the AF’s service-provider contracts (landscaping, cleaning, swale
  maintenance, street lighting, insurance) alongside the ‘Administrateur’s’ contracting authority.

Field Operations & Compliance

• Conducts (personally, and/or by coordinating any security/patrol contractor already engaged by the AF)
  construction-site visits at least twice a month per active site, with 48 hours’ notice to the owner or site
  manager, to verify physical progress against the approved drawings and the phase-completion conformity
  certificates on file — a statutory duty of the Administrateur that is not currently assigned to anyone else in
  the office.
• Feeds site-visit findings back into the Validation de Dossiers tracker maintained by the Administrative
  Officer, and into the damage assessment that determines how much of a security deposit is refundable on
  completion.
• Runs regular estate-wide compliance rounds covering unauthorized or overlong parking, construction
  outside authorised hours or causing nuisance, dumping or degradation of common areas and equipment,
  and encroachment on common areas or other Members’ lots.
• Documents infractions (photos, location, date/time) and issues first-line notices or warnings directly to the
  owner, contractor, or site manager concerned; escalates unresolved or repeat breaches to the
  ‘Administrateur’ for formal action (mise en demeure, judicial recourse).
• Conducts regular safety and common-infrastructure inspection rounds — road furniture, directional and
  regulatory signage, street lighting, drainage/swale networks — logging defects, raising work orders to the
  relevant service provider, and following up to close-out.
• Where the AF already engages a security/patrol contractor for routine rounds, reviews their reports and
  coordinates so this role’s own checks complement rather than duplicate that coverage; where no such
  contractor exists, this role is the estate’s primary field presence for compliance and safety matters.

Debt Recovery & Legal-procedure Coordination

• Coordinates the division of labour between the Administrative Support (system, accounts, technical/legal
  design of the recovery process) and the Back Office Support (front-line debtor follow-up, reminders, mises
  en demeure, opposition-file assembly) so nothing falls through the cracks between the two.
• Reviews the aging-debtor list on a set cadence and prepares the ‘Administrateur’’s briefing notes for cases
  requiring his statutory action — legal mortgage registration, the opposition procedure, or certifying the
  suspension of a Member’s voting rights after more than a year in arrears.
• Tracks cases approaching the two-years-plus-current-year window protected by the privilège immobilier
  spécial, so a briefing to the ‘Administrateur’ is never late enough to cost the AF its priority ranking on older
  debt.

Governance & Reporting Support to the ‘Administrateur’

• Drafts and consolidates the material for the ‘Administrateur’s’ mandatory quarterly written report to the
  Conseil des Membres — the ‘Administrateur’ remains personally responsible for its content and signature.
• Assists in preparation of AGM materials — notices, draft resolutions, supporting schedules (accounts,
  budget, dossier statistics) — for the ‘Administrateur’’s and Président du Conseil des Membres’ review.
• Coordinates Conseil des Membres and AGM meeting logistics.

Continuity of Office Operations

• Keeps the office running on operational matters within delegated authority when the ‘Administrateur’ is
  unavailable (leave, travel).
• Handles anything requiring the ‘Administrateur’s’ exclusive statutory authority until his return, or until a
  formal intérimaire or mandataire arrangement is put in place for that specific matter

OTHERS

• Any other cognate duties as may be necessary in the circumstances and/or required by the employer.

CANDIDATE’S PROFILE :

Qualifications Required:

• Degree in Management, Real Estate Management, Business Administration, or a related field.
• 3–5 years’ relevant experience, preferably in property, estate, syndic, facilities or administrative
  management.
• Working familiarity with the Code Civil Mauricien provisions on ‘ensembles immobiliers’ and ‘associations
  foncières’ (Art. 664-119 et seq.), or willingness to be trained.
• Experience dealing with owners, Council members, contractors and service providers.

Key competences (Knowledge, Skills, Attitudes, Behaviours):

• Sound knowledge of accounting principles and financial administration.
• Knowledge of property management and co-ownership (syndic) regulations.
• Understanding of debt recovery procedures and legal documentation.
• Proficiency in financial and property management software (Syndic Management software or equivalent)
• Good knowledge of Microsoft Office tools, particularly in Excel.
• Strong analytical and problem-solving skills.
• Excellent numerical accuracy and attention to detail.
• Good organisational and time management skills.
• Clear written and verbal communication.
• Accountable, proactive and service-oriented.
• Calm and resilient under pressure.
• Leads by example and works collaboratively.
• Maintains accuracy, confidentiality and professional standards.
• Valid driving licence.