The Building Manager is responsible for the day-to-day operation, presentation, safety, and maintenance of the common property and shared facilities across the site. The role acts as the primary on-site point of contact for owners, residents, contractors, Owners Corporation, and the individual building-level Owners Corporations, ensuring the shared infrastructure, and each building's common property are well-maintained, compliant, safe, and run smoothly on a daily basis.
1. Multi-OC Coordination
- Act as the central point of coordination across the umbrella/estate Owners Corporation and each individual building-level Owners Corporation.
- Maintain clarity on which common property and which OC is responsible for each asset, area, or issue raised.
- Coordinate consistent standards for maintenance, contractors, and presentation across all buildings in the estate.
- Attend or support OC committee meetings as required, providing maintenance and compliance updates.
- Escalate issues that cross OC boundaries and help resolve them collaboratively.
- Conduct regular inspections of common areas, gardens, driveways, car parks, lifts, and shared facilities across all buildings.
- Identify and log maintenance issues by building/lot and by OC, and arrange timely repairs.
- Oversee cleaning, gardening, and waste management schedules/contractors across the estate.
- Maintain the general presentation and cleanliness of all common property, both estate-wide and building-specific.
- Manage minor repairs directly where appropriate, and coordinate trades for larger works.
3. Health, Safety & Compliance
- Ensure compliance with OH&S requirements across common property.
- Coordinate fire safety inspections, essential services testing, and annual compliance certificates.
- Maintain risk registers and address identified hazards promptly.
- Ensure compliance with relevant Owners Corporation legislation (Victoria) and local council requirements.
- Keep records of safety inspections, incidents, and corrective actions.
- Source, engage, and supervise contractors (cleaners, gardeners, tradespeople, security, etc.).
- Obtain and compare quotes for works, in line with Owners Corporation approval limits.
- Monitor contractor performance and ensure works meet quality and safety standards.
- Maintain a schedule of preventative maintenance and service contracts (lifts, fire systems, intercoms, etc.).
5. Resident & Owner Relations
- Act as the first point of contact for owners and residents across the estate regarding common property and road matters.
- Respond to enquiries, complaints, and maintenance requests in a timely and professional manner, directing building-specific matters to the relevant OC where needed.
- Communicate planned works, disruptions, or estate-wide notices
- Support move-in/move-out coordination (e.g. lift bookings, key/fob access, visitor parking on private roads) where applicable.
- Be the primary contact during building emergencies (fire, flood, power/lift failure, security incidents).
- Maintain up-to-date emergency contact lists and evacuation procedures.
- Liaise with emergency services, insurers, and the Owners Corporation as needed following incidents.
- Ensure adequate building insurance requirements are supported through accurate record-keeping.
7. Administration & Reporting
- Support the annual general meeting (AGM) process for the umbrella and/or building OCs with maintenance reports and forward work plans.
- Maintain accurate records of maintenance works, contractor agreements, and compliance certificates.
- Provide regular written reports to the Owners Corporation / strata manager on building status.
- Manage keys, fobs, access systems, and asset registers for common property.
- Keep the building's maintenance manual/logbook current.
Key Skills & Requirements
- Proven experience in building/facilities management (residential preferred).
- Working knowledge of OH&S and building compliance obligations in Victoria.
- Strong communication and interpersonal skills for dealing with owners, residents, and contractors.
- Practical, hands-on maintenance skills and sound judgement for minor repairs.
- Good organisational skills; able to manage budgets, schedules, and multiple priorities.
- Availability to respond to urgent/emergency issues outside standard hours.
- A current police check and right to work in Australia.
