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1 1. POSITION IDENTIFICATION Position Description Position Title Asset Manager Team Asset Management Location Richmond Classification Level 7 Salary According to CEHL Enterprise Agreement Employment Status Permanent Time Fraction POSITION PURPOSE To lead and coordinate the delivery of efficient and timely property asset management services that support the strategic planning objectives and ensures CEHL meets all statutory obligations in respect of asset management. As a member of the CEHL management team, provide leadership in relation to service delivery, innovation and planning, to meet organisational goals, improve organisational performance and promote a professional, high-functioning and collaborative culture. 3. ORGANISATIONAL DESCRIPTION CEHL is a not for profit organisation limited by guarantee. Its shareholders are 112 housing cooperatives located throughout Victoria. CEHL holds the title to around 2,200 properties which are managed by co-operatives. CEHL Position Description Asset Manager Page 1 of 7

2 CEHL is governed by a Board which meets monthly and is comprised of 11 members being: Co-op Directors (5), Technical Directors (5) and the Managing Director. The organizational structure is comprised of 7 Teams. A Corporate Director leads the Financial Services; Human Resources and Compliance; and Administration Divisions. A Program Director leads the Co-op Support and Development; Asset Management; Development Management; and Housing Services Divisions. Our Mission is to facilitate the provision of affordable, secure and well-managed housing to those members of the community wishing to participate in housing co-operatives. Our Vision is to be regarded as a leading promoter and facilitator of co-operative housing in Australia, where there are real opportunities for tenant participation and self-management and thereby adding to tenants self worth and housing security. We adopt and promote our Co-operative Principles being: voluntary and open membership; Democratic member control; Member economic participation; autonomy and independence; education training and information; co-operation among co-operatives and concern for the community. Our Values are: Respect; Inclusivity: Independence; Accountability and Diversity. 4. KEY RESPONSIBILITIES Services Provided Oversee the development and implementation of sound asset management systems and controls for the organisation, to support the financial viability of CEHL and the housing co-operatives, and ensure CEHL meets its statutory obligations. Manage the Asset Management team to deliver high-quality services and oversee the implementation of the strategic and operational functions of the Division, including the Asset Management Strategy, monitor and report on the performance of CEHL s property assets and make recommendations to maximise performance. Manage the asset management processes, ensuring the processes are thorough, consultative and projects are completed within budget and in a timely manner. Oversee contract management obligations within asset management, ensuring the organisation complies with best practice in relation to procurement, monitoring, review and reporting. Ensure the development and implementation of asset management strategies Ensure the maintenance of complete and accurate property databases and asset registers. Build and maintain effective working relationships to promote CEHLs role in supporting Cooperatives to be independent, effective and sustainable. Develop systems to support Co-operatives to deliver their maintenance obligations through flexible options for member participation. CEHL Position Description Asset Manager Page 2 of 7

3 Ensure that the physical integrity of co-op properties and CEHL owned offices is maintained. Policy and Planning Supervision Information and Advice Financial and Budgeting In consultation with the Program Director, develop the strategic directions for the Asset Management team and the framework for ensuring the sound asset management of co-operative housing. Contribute to and support the development of strategic directions for the organisation and the development of innovative and integrated policies and planning processes. Ensure asset management approaches are consistent with CEHL environmental objectives. Lead and support the Asset Management team, creating an environment that promotes high performance, collaboration, staff development and succession planning. Direct the work of Asset Management team within established goals and performance targets. Motivate and lead staff through the provision of clear objectives, business plans and timely advice and feedback. Adhere to and implement Human Resources practices, policies and procedures. Provision of accurate advice to the Program Director to inform strategic planning and promote sound asset management practices. Monitor relevant industry data and legislative and policy frameworks relevant to asset management, and provide timely and predictive advice to CEHL and the housing co-operatives to anticipate and respond to change. Ensure team communication to co-operatives is informed and accurate, and work proactively with other divisions to ensure consistent information is provided. In addition to the key responsibilities, develop, monitor and manage the divisional budgets and ensure compliance with CEHL financial and reporting policies and procedures. Establish, monitor and report against project budgets and asset management budgets, including; co-operative maintenance, third schedule refurbishments program, and Facility Management budgets for each facility. Ensure CEHL s asset management approaches seek to minimize the ongoing maintenance costs for co-operatives and co-operative members. Ensure long term asset management and financial planning across the portfolio. CEHL Position Description Asset Manager Page 3 of 7

4 Compliance and Reporting Other Duties Ensure the attainment of performance targets by the Asset Management team and compliance with relevant policies, procedures and reporting requirements. As Asset Manager ensure: Compliance with relevant occupational health and safety legislation, Building Codes, Building Commission and other statutory authority requirements. Reporting to the Housing Registrar regarding maintenance information is completed on time and accurately. Timely and accurate reporting to CEHL board and committees. As directed, undertake other duties which are incidental and peripheral to the main tasks, provided that such duties are reasonably within the requirements and responsibilities of the position. The allocation of other duties is in consultation with the staff member. Actively participate in professional development and the life, development and growth of CEHL. 5. GENERIC RESPONSIBILITIES Mission / Vision / Values Adherence to Legal Requirements / CEHL Policy Teamwork/ Collaboration Communication To uphold CEHL s Mission, Vision and Organisational values. To abide by all terms, conditions and requirements including but not limited to: Enterprise Agreement; Occupational Health & Safety; Equal Opportunity, Discrimination, Harassment and Bullying; Privacy; and Code of Conduct. To work constructively and cooperatively as part of the CEHL team. To effectively communicate with CEHL internal and external stakeholders CEHL Position Description Asset Manager Page 4 of 7

5 6. REQUIREMENTS OF THE POSITION Qualifications or equivalent industry knowledge and experience Knowledge of Experience Skills Degree in property or facilities or project management and extensive experience in a relevant management role. Specialist knowledge of key legislation and relevant standards, (eg occupational health and safety, Building Standards, Building Commission requirements), and contemporary asset management strategies and practices. A sound understanding of the CEHL/ Co-operatives agreements (CCA), Residential Tenancies Act, Co-operatives Act, Occupational health and safety regulations, Privacy legislation, and Housing Registration requirements. Strong understanding of CEHL goals, objectives, values, social and policies and procedures. A general understanding of the goals and operations of the communityhousing sector. Demonstrated ability to lead, supervise and develop a team of professionals, with a strong understanding of, and ability to implement, HR practices. Extensive experience at a senior level in and asset planning, management and reporting. Excellent leadership, change management and staff management skills Proven consultation, facilitation, liaison and influencing skills with internal and external stakeholders. Highly developed written and oral communication skills, including the preparation of reports, briefing papers and correspondence. Sound teamwork and interpersonal skills. Excellent organization, planning, reporting, problem solving, and coordination skills. Good information technology skills, including a working knowledge of all Microsoft Office applications. CEHL Position Description Asset Manager Page 5 of 7

6 7. ORGANISATIONAL RELATIONSHIPS/EXTENT OF AUTHORITY ORGANISATIONAL RELATIONSHIPS Reports to Direct Reports Internal Contacts External Contacts EXTENT of AUTHORITY Program Director Property Officer /, Maintenance Coordinators, Facilities Manager, Owners Corporation Manager, Building contractors, Consultants All CEHL Managers and staff Board Members Co-operative Directors and Members, Key Networks, Peers In Other Organizations, Regulators, Funders, Peak Bodies Under what level of supervision does the position operate? How is the freedom to act controlled or limited? What degree of guidance or advice is available when problems occur Where can solutions to problems be found? Works internally within broad objectives and policies, and externally within statute and practice standards. Decisions are subject to review by the Program Director. By budget allocation, strategic objectives, CEHL policies and procedures, delegations, legal requirements and professional practice. Consultation with other CEHL managers, direction from the Program Director and/or consultation with relevant external bodies and professional associations. Internally, from legislative requirements and professional practice guidelines. Occasional expert advice (legal or otherwise) can be engaged from time to time, as required. CEHL Position Description Asset Manager Page 6 of 7

7 Organisation Chart Co-op Support & Development Manager Lead Co-op Support Coordinator Program Development Co-op Support Coordinators (6) Program Development Coordinator (Recruitment & Training) (1) Program Development Coordinator (Monitoring & Evaluation) (2) Housing Services Manager Tenancy Management Tenancy Coordinators (4) Program Director Property Development & Acquisition Manager Development Managers (2) Project Manager (1) Owners Corporation Manager (1) Facilities Manager (1) Maintenance Team Leader [Temp] Maintenance Coordinators (2) Asset Manager Gardener / Handyman (1) CEHL Board Managing Director Property Officer / Property Officers (5) Payroll Contractor I.T. Coordinator (1) Human Resources & Compliance Manager Accounts Assistant (1) Finance Finance Manager Finance Admin (Casual) (1) Corporate Director Co-op Finance Monitoring Team Leader Finance Officers (4) Financial Services Financial Services Officer (1) Bookkeeper (1) Administration Manager Administration Officers (4) CEHL Position Description Asset Manager Page 7 of 7

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