Head of Estate Management at NTT Ltd.

Your day at NTT DATA

• The Head of Estate Management is the senior executive responsible for the operational, financial, and strategic management of a large-scale, multi-tenant campus.
• This position functions as the sole internal leader for property management, with all facilities, maintenance, and campus operations delivered through outsourced vendors and service partners.
• In addition to operational oversight, the Head of Estate Management plays a critical role in supporting occupancy performance, ensuring the campus remains fully leased, maintaining strong tenant retention, and partnering with leasing teams to promote long-term stability and asset value.

Key Responsibilities

Operational Oversight

• Provide executive leadership for all day-to-day campus operations through a fully outsourced delivery model.
• Establish and monitor KPIs and SLAs for all contractors, including facilities, engineering, janitorial, security, landscaping, HVAC, power, water and specialty services.
• Conduct routine site inspections and compliance audits to ensure optimal building performance and regulatory adherence.

Tenant Relationship Management

• Serve as the senior point of contact for 50+ tenant organizations.
• Oversee tenant communications, onboarding, escalations, and coordination with vendors for service delivery.
• Maintain a high-quality tenant experience that supports retention and promotes long-term occupancy stability.
• Monitor tenant concerns and emerging issues and ensure they are addressed promptly and professionally.

Occupancy Management & Lease Support

• Partner closely with leasing teams to ensure the campus stays fully rented or near full occupancy.
• Provide operational insights and data to support leasing strategy, tenant mix planning, building readiness, and space utilization.
• Ensure vacant spaces are maintained in “show-ready” condition in coordination with vendors and leasing representatives.
• Participate in tenant walkthroughs, proposal reviews, and operational due diligence for prospective tenants.
• Support retention efforts through high service quality, proactive engagement, and timely issue resolution.

Vendor and Contract Management

• Oversee all vendor relationships, including contract negotiation, renewals, performance governance, and cost controls.
• Implement a formal vendor management program with scorecards, reviews, and accountability processes.
• Ensure reliable and consistent delivery of services in accordance with contractual obligations and quality standards.

Financial Management

• Develop and manage annual operating and capital budgets for the campus.
• Develop and manage the Matrix of Authority for the Managing Agent.
• Oversee procurement, vendor invoicing, CAM reconciliations, and financial reporting.
• Identify and execute cost optimization strategies and operational efficiencies.
• Provide regular financial and performance updates to executive leadership.

Strategic Planning & Asset Enhancement

• Develop long-term operational and capital improvement plans to preserve and enhance the asset.
• Oversee execution of capital projects, infrastructure upgrades, and modernization initiatives through outsourced partners.
• Provide strategic input on space planning, tenant mix, and campus expansion opportunities.

Risk Management, Compliance & Safety

• Ensure full compliance with applicable building codes, environmental regulations, life-safety standards, and insurance requirements.
• Lead emergency preparedness, safety programs, and incident response coordination.
• Maintain accurate regulatory documentation and support audits and inspections.

Qualifications & Experience

• 12–20+ years of senior-level experience in property, facilities, or asset management.
• Expertise managing large multi-tenant commercial real estate or campus environments.
• Demonstrated success in occupancy management, tenant retention, and supporting leasing functions.
• Strong track record operating in a fully outsourced services model.
• Strong financial and contractual management abilities.
• Excellent communication and relationship-building skills with corporate tenants and executive stakeholders.
• Preferred certifications: CPM, , FMA, LEED AP, or equivalent.

Competencies

• Strategic leadership and operational planning
• Tenant relations and occupancy optimization
• Vendor governance and contract negotiation
• Financial discipline and budget management
• Risk and compliance oversight
• Strong interpersonal and executive communication skills
• Professional judgment, discretion, and a service excellence mindset

Key Success Measures

• High occupancy rate and minimal vacancy across the campus
• Strong tenant satisfaction and retention levels
• Vendor performance meeting or exceeding KPIs and SLAs
• Cost-efficient operations with adherence to budget targets
• Successful completion of capital improvement initiatives
• Delivery of a multi-year strategy for operational excellence and asset enhancement