Property & Facilities Manager

Transcription

1 Family Life Property & Facilities Manager Position Description June 2017 Vision Capable communities, strong families, thriving children. Mission Through effective services, support and connections, enable children, young people and families to thrive in caring communities. Values Respect: We acknowledge and value the human and legal right of all individuals. Inclusion: We maximise the opportunities for individuals and families to participate in local and broader communities. Community: We understand Family Life exists as part of a network of relationships and interactions. Empowerment: We encourage and strengthen individuals, families and communities. Preamble Family Life is an independent, entrepreneurial community service organisation, offering a range of services, support and community building services. Family Life s work is acknowledged at all government levels for our innovation, impact and whole of community approach. Priority is given to vulnerable families, children and young people. Since its foundation in 1970, volunteers and community supporters have played a crucial role in the organisation. Family Life is a youth and child safe organisation. We value, respect, and listen to children and young people. We are committed to the safety of all children and young people including the cultural safety of Aboriginal children and young people, culturally and/or linguistically diverse children and young people, gender and sexually diverse children and young people, and children and young people with a disability. Family Life supports children to meet their potential and thrive. We do not tolerate neglect, mistreatment or abuse of any kind. The Property & Facilities Manager leads the operational support and customer service team and is responsible for the delivery of the property and operational support strategy. The role is responsible for managing and overseeing work related to management of properties and facilities, supplier contracts, relocations, sale and purchase of properties, maintenance, insurance and records management. Property & Facilities Manager June 2017

2 In addition, this position has responsibility for managing the Family Life Customer Service function to ensure consistency and efficiency of business systems and processes across all sites, including quality front of house protocols and processes. The key focus is to provide proactive high quality customer service to the organisation. The position reports to the Chief Operating Officer and liaises with Managers and Team Leaders, staff and external parties on matters relating to the organisation s property, facilities operational support and customer service activities. The Property & Facilities Manager will be based at Frankston. The role is highly mobile, requiring a high degree of travel to ensure adequate oversite of properties. It is expected that the incumbent will work from and be based at other Family Life sites as the role requires. Key Objectives 1. Develop and implement a comprehensive property management strategy. 2. Manage all property, assets and related facilities. 3. Develop and manage the capital works and maintenance program for all aspects of all Family Life buildings. 4. Manage all Agents, Landlords, maintenance and service providers. 5. Lead and oversee any relocation, sale, purchase, renovation of Family Life properties. 6. Manage all relevant insurance policies. 7. Ensure all statutory and legislative compliance systems and related occupational health and safety requirements are fulfilled including staff and public safety and security. 8. Ensure document management and record retention systems are maintained in compliance with relevant jurisdictional and legislative obligations, as amended from time to time. 9. Negotiate contracts to ensure the highest quality at lowest cost to optimise allocation of financial resources for maximum benefit of vulnerable clients. Key Responsibilities 1. Management and Leadership Lead the development, improvement and implementation of the Property and Facilities Management strategies/forward plan. Develop the Property and Facilities Management action and work based plans to deliver delegated responsibilities, as defined by the 100 day deliverables. Empower staff authority, autonomy and accountability, through the promotion of a positive work environment conducive to effective teamwork, team leadership and quality services. Hold regular consults with the Property and Facilities Management team. Conduct Performance, Plan & Review meetings with the Property and Facilities Management team. Develop and implement organisation-wide policies and plans consistent with organisation practice in Property, Facilities, Maintenance and Records Management. 2. Property & Assets Develop and implement a comprehensive Property and Facilities strategy. Ensure Family Life Policies, Procedures and Proformas provide the guidance to ensure compliance with legislation and best practice for business operations. Manage procurement, maintenance, insurance, disposal and security of all buildings, fixed assets and motor vehicle fleet (owned and leased) ensuring safety, good function and cost-effectiveness. Property & Facilities Manager June 2017 Page 2 of 5

3 Fleet Management including purchase, disposal, maintenance, insurance both of owned and leased vehicles. Liaise with Agents, Landlords and service providers to deliver a high quality of service for Family Life. Provide a free flow of information to all staff, tenants and contractors/suppliers regarding works that are being carried out that may affect their working conditions. Research and plan strategically to improve the physical environment of all Family Life buildings and properties. Lead and manage sale, purchase, relocations and renovations of properties/offices and service delivery space. Regularly review office and service delivery space to maximise utilisation of space and facilities. Liaise with the General Manager Finance & Development, to maintain the organisation Asset Register. Communicate and implement responsibilities in accordance with Family Life s records management policies and practices including storage, disposal, archiving and retrieval. Manage the impact Family Life has on the environment to minimise as much as practicable the use of resources. Lead budgeting and forward planning for asset renewal and capital budget. 3. Maintenance Manage and oversee the maintenance of all air conditioning systems, electrical and fire systems, plumbing and essential services. Manage the security swipe key system and maintenance of it. Manage all external maintenance and repair contractors. Ensure that works are carried out within agreed timelines and according to organisational priorities to ensure the smooth daily operational running of all buildings and facilities. Respond to, and manage, requests for repair in an equitable and prioritised way except for emergency repairs. Review and develop systems associated with regular maintenance tasks that ensure minimal interruption to the daily operations within the organisation. Manage and maintain a register of preferred tradespersons and regular service providers in a central location for use of all staff as required. Provide induction for new contractors/suppliers and facility users regarding fire safety and evacuation plans. 4. Operations Support and Customer Service Team Provide line reporting supervision and support for the Customer Service & Support Leader. Ensure the Customer Service & Support Leader is able to lead the smooth day to day operations of premises for staff, clients and visitors to the organisation. Ensure the Customer Service & Support Leader delivers organisation-standard high level customer service for both external and internal customers. Lead and implement the continuous review of process and practices to achieve optimum efficiency and effectiveness in operational practices across the organisation. Develop standards for in-house procedures to best practice benchmarks where appropriate. 5. Contract Management Maintain and review contracts for contractors, suppliers and support providers. Negotiate contracts to ensure best value for Family Life. Ensure all contracts comply with Family Life governance requirements. Manage all contracts in line with service scope and budget. Property & Facilities Manager June 2017 Page 3 of 5

4 Manage delegated contractor, supplier relationships. Other Responsibilities Monthly formal consultation with the Chief Operating Officer (COO) against Action Plan and Budget. Maintain a Disaster Management Plan to cover all property and facilities that are involved in this portfolio. Presentation of reports to the Chief Operating Officer, Chief Executive Officer (CEO) and Board as requested. Ensure personal Annual Performance Appraisal and learning plan activities are conducted. Maintain positive and productive working relationships with key stakeholders including the Board, ELT, Team Leaders and external service providers. Accountability The position is accountable to the Chief Executive Officer (CEO) and reports directly to the Chief Operating Officer (COO). Key Selection Criteria Essential Qualifications Experience Tertiary level qualifications in Business or a business related field. Evidence of continuous accredited learning and skills development in the areas of Property Management. Demonstrated capacity to undertake and deliver strategic Property & Facilities Management activities and projects. Proven experience in Project Management. Demonstrated capability to design, develop and deliver a comprehensive property management service. High level contract negotiation and management capability. Ability to effectively manage and coach the Customer Service team. Skills Ability to manage multiple tasks and projects in an effective and timely manner. Excellent skills in written, oral and interpersonal communication. Highly advanced property management knowledge and capability. Ability to lead and manage change. Strong organisational and time management skills. Customer Service focus. Highly developed communication, negotiation, influencing and presentation skills. Ability to lead, empower and motivate others. Attributes A strong commitment to the mission and values of the organisation. Commitment to innovation with entrepreneurial business focus. Ability to identify opportunities for new ways of achieving our Mission and improving efficiency and effectiveness. Capacity to work with ambivalence and uncertainty in the context of ongoing environmental change and complex problems for vulnerable members of the community. Property & Facilities Manager June 2017 Page 4 of 5

5 Appetite to embrace personal reflection and coaching to enable effective leadership development. Flexible and adaptable in response to the needs of the organisation and the position. Ability to foster collaborative internal and external stakeholder relationships. Additional Information Must have current driver s license valid in Victoria. Family Life is a youth and child safe organisation. We value, respect, and listen to children and young people. Any offer of employment is subject to a satisfactory Police Records check and Employment Working with Children check. Family Life is committed to providing a safe, healthy and friendly working environment free of discrimination. We expect all staff and volunteers to understand and behave in accordance with our mission, values and code of conduct. We pride ourselves on being flexible and family-friendly wherever possible, and operate a Time in Lieu system for the mutual benefit of staff and the organisation. Family Life encourages and provides for personal and professional development appropriate to the position. Property & Facilities Manager June 2017 Page 5 of 5