Contractors may report to this position as required by projects

Transcription

1 POSITION DESCRIPTION 1. POSITION DETAILS Position Title: Division: Unit: Management Level: Community Property Manager City Projects & Property Property Services Professional 2. ORGANISATIONAL RELATIONSHIPS Position Title of Supervisor: Community Portfolio Manager Titles of Positions which report to this position: Other positions as required Contractors for which this position is responsible: Contractors may report to this position as required by projects 3. PRIMARY PURPOSE OF POSITION The primary purpose of this position is to support the Community Portfolio Manager with the overall performance of the City s Community Portfolio of assets including public art management and preservation and Corporate Property Services. The role, delivering against defined KPI s including social, financial, sustainable performance and customer experience supports the Community Portfolio Manager to ensure the City achieves its strategic, financial, sustainability and social objectives for the Community Portfolio. The Community Property Manager is also required to provide expert direction, operational strategies, approvals for services and day-to-day management of the outsourced Property Management Service Provider for the administration and management of the Community Portfolio. 4. POSITION OBJECTIVES The key position objectives to be achieved by the Community Property Manager include: Leadership Actively contribute as a collaborative member of the Property Services team in the achievement of the Unit s overall objectives. Support initiatives that improve the performance of the Community Portfolio towards meeting Sydney 2030 objectives and the Property Strategy delivery. To be held accountable for working conditions under the control of the position and Title: Community Property Manager Date: 25 January 2019 Page 1

2 for detecting any unsafe or unhealthy conditions or behaviour and to take immediate steps to investigate and rectify any risks to health, safety and welfare arising from any activity. Management Provide support to the Community Portfolio Manager to manage the Community Portfolio (including Corporate Property Services) and public art maintenance and preservation to deliver the strategic, financial, sustainability and social outcomes targeted in Property/Asset Plans. Support the Community Portfolio Manager achieve long term performance and service targets for the City, with due regard for broader City of Sydney objectives. Oversee and analyse the performance of the outsourced Property Management Services Provider to ensure KPIs are met, delivering high standards of asset service and performance that result in high levels of user and customer satisfaction for the Community Portfolio. Plan budgets and financial performance targets for an allocation of properties in the Community Portfolio for the annual Business Plan and be accountable for managing the Total Cost of Occupancy incorporating recurrent and capital expenditure. Manage as informed client any leasing transaction, acquisition or disposal, and/or projects related to the Community Portfolio with the Property Management Service Provider. Manage the approval of all marketing strategies, negotiation and finalisation of new leases, licenses and third party agreements to drive Community Portfolio targets. Manage the approval of the finalised day-to-day negotiation of rent reviews and/or renewals of existing leases, licenses and third party agreements in alignment with Property/Asset Plans for the Community Portfolio. Understand the Community Portfolio assets (owned or notionally leased) and suitability to deliver on the service needs, with the Property/Asset Plans based on key City initiatives such as environment, heritage, energy, condition targets, etc. to deliver community service needs. Instruct Facilities Manager on customer and community service requirements related to maintenance and capital works projects. Be the client representative for all Community Portfolio capital works projects. Where appropriate instruct on divestment and development requirements for Business Cases and for redevelopment and capital works projects for the Community Portfolio. Ensure that the Community Portfolio is operated and maintained to meet compliance with all applicable policy, legislation and statutory requirements. Capitalise on subject matter expertise including Facilities, Sustainability and Contract Management, to ensure the Community Portfolio is meeting the agreed performance indicators as determined by Property Services and the City. Title: Community Property Manager Date: 25 January 2019 Page 2

3 Vision Understand the City s vision and changing Community Portfolio priorities and strategies. Seek out opportunities for innovation to improve the performance of the Community Portfolio. Propose and deliver innovative solutions and strategies to support the City s Community Portfolio priorities including response to support new and changing City Community initiatives e.g. sustainability, heritage, etc. Responsible for developing and implementing annual strategies and priorities to meet Community Portfolio objectives and customer/tenant satisfaction. Use professional expertise to provide input and advice to inform the future asset strategies and investment plans developed in conjunction with the Development and Strategy team. Understand the Community Portfolio property asset base and suitability to deliver on performance targets with the Property/Asset Plans based on key City initiatives such as environment, heritage, energy, condition targets, etc. 5. POSITION ACCOUNTABILITIES The Community Property Manager accountabilities include: Operational Strategy, Leadership and Delivery Develop, maintain and review portfolio specific details for the objectives of the Community Portfolio Property/Asset Plans to manage the optimum Total Cost of Occupancy by linking the acquisition, retention and disposal of assets with Council s Corporate Plan. Actively research and understand the changing needs, priorities and strategies of the City of Sydney (e.g vision) and pro-actively contribute to the development of complementary and supportive Property/Asset Plans and strategies. Actively contribute to the strategic framework and drive the marketing of new Community Portfolio opportunities and the Property Management Contract. Lead the collation, review and verification of core property data for the Community Portfolio of property assets Develop and maintain the relevant portion of the Property/Asset Plans for the Community Portfolio for Council to improve community services. Develop Community Portfolio strategies, outcomes and customer satisfaction for the delivery of services. Actively contribute to the ongoing development and improvement of business processes, policies and templates specifically related to Property Management of the Community Portfolio. Oversee the Property Management Service Provider for the management of critical Title: Community Property Manager Date: 25 January 2019 Page 3

4 lease dates and required activity monitoring such as rent reviews, lease terminations, option dates, etc. Oversee the Property Management Service Provider for the management of existing lessees in lease arrangements including their compliance with lease terms, currency of insurances, leasing renewal applications, lease termination and makegood provisions, etc. Source, manage and review on-going performance of the outsourced Property Management Service Provider in terms of contract conditions that may be required to deliver the Property Management service functions. Provide high quality advice and regular business reporting for the Community Portfolio to effectively inform and enhance processes, problem solving and issue resolution. Coordinate development and maintenance of comprehensive Property/Asset Plans for each asset in the Community Portfolio in consultation with the appropriate subject matter experts and stakeholder groups. Provide authority for the Property Management Service Provider to visit buildings to identify vacancies and underutilised assets that may be required to increase the performance from the portfolio. Approve the Property Management Service Provider update leasing opportunities on the City of Sydney website, ensuring content is updated as required and is always relevant and current. Working with the Property Management Service Provider, identify qualified prospective lessees and other potential space users for leasing opportunities based on direct approaches and/or responses to marketing campaigns and finalise commercial Heads of Agreement for approval for the Community Portfolio. Instruct and support appropriately qualified and experienced valuers to provide independent assessments of the proposed rentals and key lease commercial terms, as appropriate relevant to the Community Portfolio. Review new lease agreement recommendations, new lease arrangements and/or rent reviews/lease renewals with supported documentation and valuation evidence for approval for the Community Portfolio. Approve the negotiation and finalisation of rent reviews and/or renewals of existing leases, licenses, venue hire and third party agreements for the Community Portfolio. When lease recommendations are approved, finalise lease negotiations and manage the preparation of legal documentation with all relevant parties ready for execution for the Community Portfolio. Ensure the Property Management Service Provider provides key data and information as relevant to property financial management and budgets, property data base management and property administration to the Finance team for the Community Portfolio. Undertake Community Portfolio reviews and benchmarking, assess Property Management Service Provider recommendations on underperforming assets based on lease revenue projections, analyse areas of concern, provide approvals to change leasing arrangements to enhance commercial performance and monitor Title: Community Property Manager Date: 25 January 2019 Page 4

5 performance. Deliver budgeted bottom line results and meet relevant KPI s for all properties in the Community Portfolio as per agreed action plan. Prepare and review responses to Lord Mayor and CEO Letters and Council Resolution Briefs as required. Review and approve the Property Management Service Providers recommendations for fit-out and make-good works. Review and approve the Owners Consent for Development Applications as recommended by the Property Management Service Provider e.g. for footway permits. Review the Crown Land Restrictions on Title and the Community Management Plans in accordance with the City s guidelines (for profit neutrality) as recommended by the Property Management Service Provider. Have joint accountability for the development and delivery of the minor capital works delivery and renewal program. Monitor and provide feedback of the property management service through the outsourced Property Management Service Provider. Accountable for delivery of Total Cost of Occupancy projections and management of recurrent and capital expenditure budget. Subject Matter Expert Assist the Community Portfolio Manager coordinate the development and maintenance of comprehensive Property/Asset Plans for each asset in the Community Portfolio in consultation with the appropriate subject matter experts and stakeholder groups. Support the Community Portfolio Manager in coordinating the interaction between Property Services and City of Sydney client groups through building strong partnerships with stakeholders and regular and clear lines of communication. Have joint accountability with the Facilities Manager to ensure that all maintenance and operating expenses meet required standards and do not exceed budgets for an allocation of properties in the Community Portfolio. Oversee the Property Management Service Provider develop and implement a property marketing strategy for new leasing opportunities including managing specific leasing Expressions of Interest and/or Request for Tender campaigns for the Community Portfolio. Provide expert advice and feedback on the scope and management of the outsourced Property Management Service Provider in terms of the delivery of services and contract performance to ensure value for money and high levels of customer and user satisfaction are achieved. Provide expert advice/input to Development & Strategy to create and maintain Property/Asset Plans and overall property strategies for the Community Portfolio. Title: Community Property Manager Date: 25 January 2019 Page 5

6 Review tenant/user/customer feedback compiled by the Contract Manager and provide expert advice and corrective action if required. Provide recommendations and/or approvals for leases and lease termination, market and other rent reviews, rent relief etc. and in accordance with relevant City policies and guidelines. Comply with and keep abreast of any relevant legislation applicable to the performance of the duties of this position. Governance and Reporting Identify significant successes and communicate to the appropriate audience. Critically analyse all relevant information provided by the Property Management Service Provider in relation to the Community Portfolio. Continuously update the Community Portfolio Manager of performance issues within the Portfolio. Provide comprehensive analysis of issues identified and corrective actions put in place to rectify. Undertake regular site visits with the Property Management Service Provider and Facilities Manager(s) to review actual service delivery and asset standards. Review, improve and update all relevant policies and procedures in relation to relevant operations and management of Property/Asset Plans (excluding facilities management). Develop and implement a Communication Plan that provides regular feedback to internal stakeholders on the nature, performance and upcoming activity within the Community Portfolio. Develop a customer relationship management strategy that defines and measures client requirements and satisfaction, via a robust client consultation framework. Prepare and review high level Property Management communications and documents such as reports, briefings, submissions and presentations to a range of stakeholders, ensuring accuracy and integrity of content and timely delivery. Provide high quality advice and regular property marketing business reporting to effectively inform and enhance property marketing processes, problem solving and issue resolution. Develop a customer relationship strategy that defines and measures client requirements and satisfaction, via a robust client consultation framework. Be accountable for ensuring that all Community Portfolio information held either internally or with the Property Management Service Provider is current, relevant and accurate. Review and approve Property Management Service Provider recommendations (where required) prior to circulation to Executive Management or Council. Title: Community Property Manager Date: 25 January 2019 Page 6

7 Risk Management Support the Community Portfolio Manager in the development and maintenance of a general property risk assessment based on asset types within the Community Portfolio and update Risk Register with appropriate mitigation strategies for inclusion in Unit s risk matrix. Identify specific risks and appropriate mitigation strategies and communicate to the Community Portfolio Manager for inclusion in Unit s risk matrix. Monitor the currency, relevance and application of Site Specific Safety Plans (including Emergency Evacuation Procedures and testing programs, where applicable). Liaise with the Facilities Manager and Sustainability Manager on escalated FM and ESD related issues for properties and review corrective action plan. 6. LEADERSHIP AND MANAGEMENT CAPABILITIES Displays Awareness of Self and Others Keeps control of own emotions and seeks to understand others before responding. Shows genuine empathy and respect; adapts well to change and stays calm under pressure. Demonstrates integrity by taking responsibility for their words and actions. Cultivates Productive Relationships Earns trust by being authentic. Demonstrates respect for each colleague, partner and or stakeholder by recognising the benefits of diverse ideas and approaches. Drives Results Establishes clear, measurable goals for the team and individuals. Clarifies responsibilities and builds ownership by regularly monitoring team and individual progress. Sets high standards for operating ethically and efficiently and takes early corrective action when required. Develops People and Culture Provides each staff member with guidance, development opportunities and feedback that drives high performance. Demonstrates courage to address workplace behaviours that conflict with our values. Communicates the benefits of a diverse and inclusive workplace. Operates Strategically Ensures the team understands the strategy and how it addresses future challenges. In collaboration with team members, sets performance objectives that show how each staff member contributes to the strategy. Manages Effectively Technology and Information Management, Finance and Resource Management, Asset Management, Risk Management, Safety and Compliance, Procurement and Contract Management, Project Management, Change Management, People Management. 7. WORK, HEALTH & SAFETY RESPONSIBILITIES Workers have an active role to play in the Safety Management System (SMS). Workers have the following responsibility, authority and accountability: Working safely so as not to put yourself or others at risk Stopping work in circumstances that are deemed an immediate risk to health and safety until a satisfactory solution is agreed/implemented Title: Community Property Manager Date: 25 January 2019 Page 7

8 Cooperating and complying with safe work method statements, policies and procedures and participating in their development Reporting all accident, incidents and hazards to your supervisor immediately and participating in accident/incident investigation and risk management activities Attending WHS training Complying with the requirements of the City s Return to Work program A full list of WHS responsibilities and accountabilities are available within the City s SMS document; Responsibility, Authority and Accountability (RAA) Matrix. 8. AUTHORITY TO ACT The incumbent has the authority to take any reasonable steps to ensure that the smooth flow of operations is maintained providing the actions are consistent with the responsibilities of the position and subject to any limitations, corporate policies, procedures or safe work method statements. All personnel have the power to stop work in circumstances that are deemed an immediate risk to health and safety until a satisfactory resolution is agreed and implemented. Such circumstances may include life threatening situations or those that could result in loss of limb or other significant lost time injury. 9. ESSENTIAL AND DESIRABLE CRITERIA Essential Criteria Tertiary qualifications and/or extensive experience in property management or a related field, specialising in Community Portfolios and providing community services. Demonstrated management capability including proven success in portfolio strategy and customer relationship management. Demonstrated ability to manage a range of stakeholders including senior Property Management Service Provider personnel. Extensive problem solving and decision making ability and highly developed interpersonal, presentation and negotiation skills. Highly developed communication skills, specifically: o Interpersonal skills: exceptional collaboration skills and proven ability to building strong client relationships, plus consult, partner, negotiate, influence and undertake complex client negotiations; o Written: Advanced written communication skills including the ability to prepare high quality plans, strategies and reports in a timely manner. High attention to detail, strong analytical, reasoning and conceptual skills with the ability to analyse information and develop creative solutions to complex problems. Demonstrated ability to respond quickly to changing priorities, to reconcile Title: Community Property Manager Date: 25 January 2019 Page 8

9 competing priorities and develop responsive strategies. Demonstrated ability to construct, evaluate & present complex business cases including Total Cost of Occupancy full financial analysis. Demonstrated ability to create a framework to review property performance within a large portfolio and delivers outcomes capable of being acted upon. Demonstrated ability to anticipate and influence customer expectations and to provide services that meet customers needs. Demonstrated commitment to Equal Employment Opportunity, WHS and Cultural Diversity principles. Understand WHS responsibilities and actively ensure health, safety and wellbeing of yourself and others at work in accordance with the City s Policies and Procedures and WHS legislation. Desirable Criteria Post graduate qualification in management and/or related discipline. Demonstrated understanding of the Local Government Act, Roads Act, Crown Lands Act & other relevant statutory, legislative & regulatory requirements. Well-developed understanding of the political and social context in which Council operates. Title: Community Property Manager Date: 25 January 2019 Page 9