JOB DESCRIPTION. Property Manager Project Planning and Development Property Services JOB TITLE: DEPARTMENT: DIVISION: PRIME FUNCTION

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1 G07/496 UNIVERSITY OF OTAGO Te Whare Wananga o Otago JOB DESCRIPTION JOB TITLE: DEPARTMENT: DIVISION: Property Manager Project Planning and Development Property Services PRIME FUNCTION To provide a comprehensive Property Management and Project Management service relating to University Property Assets. To maintain and provide detailed information for space allocation, space utilization and space charging purposes. MAIN OBJECTIVES To manage construction projects to ensure they are completed to a high standard, within budget, on time and fit for purpose. To provide a comprehensive property management function relating to all University owned or administered property. This will include the provision of an efficient and informed property consultancy service relating to all aspects of property management is available to other University Departments, Divisions and Accommodation Services. To maintain and continually improve computer based records for analytical purposes relating to space charging, space utilization and space allocation. To prepare Resource Consents and comprehensive economic feasibility for acquisitions of developments. To ensure internal and external enquiries are dealt with in a professional, courteous and timely manner. To maintain and improve internal systems and processes. KEY TASKS Project Management Organise and participate in pre project meetings to ensure that client needs are identified for the project. Undertake and assist the Project Planning and Development Manager to prepare feasibility studies and design and specification preparation. Co-ordinate and participate in the appointment of a consultant team responsible for the design and delivery of construction projects. Manage in an effective, courteous and timely manner end user client enquiries and requirements to ensure that their needs, as far as practicable, are met. Manage the consultant team and contractor in a courteous manner ensuring that a project is managed in a cost effective manner and that all information is provided within required timeframes. Authorise variations to a contract within the delegated authority provided by the Project Planning and Development Manager.

2 Organise the purchase of any furniture, fittings or equipment that may be required within the delegated authority provided by the Project Planning and Development Manager. Ensure the necessary documentation on completion of a project is provided e.g. As-built manuals and plans, guarantees, warranties, producer statements and Code Compliance Certificates etc. Property Management Negotiate new and existing leases and acquisition and disposal of University properties ensuring compliance with legislative and University Policy requirements. Ensure that the University s obligations under any lease are identified and observed and that appropriate information is provided to the Facility Manager. Appoint professionals and consultants (primarily lawyers and valuers) as appropriate to provide the advice required. Review payments for appropriately incurred lease expenses and recommend for payment. Complete the replacement cost insurance valuations on an annual basis. Update computer based records to ensure records are accurate. Provide input into the Service Level Agreement. Review Local Authority Rating Valuations to ensure that University properties are being assessed and rated correctly. Space Management Ensure that all spaced owned or administered by the University is accurately recorded within the property data base space system. Ensure that all space is correctly categorized for space charging purposes. Maintain and continually improve the Space Planning and Management (SPAM) model. Consult with personnel and departments relating to space enquiries and space charging. Provide information as required to the Vice-Chancellors Advisory Group on Space Allocation. This includes documents for agenda preparation, data relating to the Space Planning and Management (SPAM) model, and taking minutes. Train Property Services staff in the use and application of the Space Planning and Management (SPAM) model and property data base. Planning Prepare Resource Consents, submissions and other documents required by regulating authorities. Prepare comprehensive economic feasibilities for acquisitions or developments. Provide a property advisory service to other University Departments including Accommodation Services. Maintain data required for the Parking Protocol between the University and Dunedin City Council to ensure the appropriate information for the annual return is provided in a timely manner. Client Care Provide an efficient, professional and courteous service to clients. Respond to internal and external enquiries ensuring all are dealt with in a fair, courteous and timely manner. Liaise with all affected parties to ensure communication lines are maintained and resolve any issues that may arise during the course of any construction projects. Administration Ensure both file and computer based records are kept up to date.

3 Input into the preparation of annual budgets and to monitor income and expenditure monthly to ensure these remain within budget allocations. Prepare reports and submissions as required by the Project Planning and Development Manager or Director, Property Services. Undertake such other duties as the Project Planning and Development Manager may allocate from time to time and through consultation accept changes in responsibility and duties brought about by organizational change. Keep the Project Planning and Development Manager regularly briefed on all matters relating to University property. RELATIONSHIPS Directly responsible to: Under Overall Direction of: Supervision of: Functional relationships with: Manager Projects Planning and Development. Director. N/A. Within University All Property Services staff. Divisional and Department Heads. University staff (all sections). Members of Project Working Parties. Outside University External Consultants to the University. Members of Project Working Parties. Members of the public. BUDGETARY RESPONSIBILITY As delegated by the Project Planning and Development Manager. This would occur on a project by project basis or in the absence of the Project Planning and Development Manager. DELEGATED AUTHORITY Make decisions within the authority delegated by the Project Planning and Development Manager. This may range from making recommendations through to sign off for decisions and/or payments. EXPECTED OUTCOMES Projects are fully investigated, feasibility assessed and projects are managed to ensure quality construction, budget parameters are met and construction completed on time and fit for purpose. A comprehensive property administration and management service is available to the Property Services Division and other University departments and divisions and that the level of service provided is of a high standard. All space, lease and tenancy matters are actioned quickly in an efficient and cost effective professional manner. University property is fully utilised, deriving the required revenue at minimum cost. Computer based records are continually improved and updated in order to provide timely and relevant information for decision making purposes. Income and expenditure is monitored and kept within approved budget levels.

4 Relevant reports are prepared and the Project Planning and Development Manager is fully advised on all aspects of University property. Innovative and/or creative work to be undertaken to improve services, efficiency gains or savings which can be measured and are quantifiable. This is to be an ongoing process, and direct evidence to be documented each year to be assessed at the annual performance review. PERSON SPECIFICATION A minimum qualification of a Bachelor s degree majoring in valuation, property management and/or project management. Experience and understanding with town planning, Resource Management, Building Act and other regulatory requirements relevant to the duties of this position. Sound knowledge of accepted general property management and administration practices. Full and thorough knowledge of commercial lease agreements. Extensive experience in all aspects of general property management and property development. Extensive experience in negotiating leases, buying, selling and leasing property. Experience in financial management. Demonstrated successful management and organisational skills. A drive to achieve a standard of excellence, including commitment to continually improve performance, and ability to sustain effort over time in the face of obstacles to reach a goal. Ability to liaise professionally with people both internal and external to the University. Competence in both oral and written communications. High level of competency in Excel and a good understanding of the Microsoft suite of products including MS Project and experience in the use of the internet. Initiative and ability to work without supervision and a bias for acting proactively and to quickly anticipate and resolve construction and property management issues. Thorough research and analytical skills. Professional outlook and judgment acting as a professional and role model within the Division and across the University. Ability to work in a team situation, build and maintain positive and productive relationships with internal clients and external consults and the ability to establish credibility and rapport and influence the view of others. Demonstrates an ability to establish, develop and maintain a strong customer focus. The ability to plan, schedule, organize and make effective use of time to achieve objectives and meet deadlines consistently. SALARY RANGE AND LEVEL This position is evaluated at Level 8, on the University of Otago General Staff salary scale, the full salary range for this level being $59,169 to $77,681 per annum. The University operates an eight level salary structure applicable to most General Staff, with Level 1 being the lowest and Level 8 being the highest. INITIAL SALARY ON APPOINTMENT The expectation is that initial appointment will normally be made within the range $59,169 to $68,425 per annum.

5 ANNUAL SALARY REVIEW Placement of staff within salary ranges is reviewed annually. The general staff annual salary review is carried out between August and December of each year, with any resulting increases taking effect from 1 February of the following year. Staff must have been employed on or before 1 August in the year of the review to be eligible for advancement the following February. CONTACT PERSON For further information, please contact Stephen Cox, Manager, Property, Development and Design, Property Services Division, Tel , Should the University wish to offer you the position, a formal, written letter of offer will follow any verbal discussions that might be held with you. It is recommended that you do not resign from your current employment until you have received our written offer. The contents of this formal letter of offer and its attachments will constitute the entire agreement between the employee and the employer, and will supersede all previous representations, negotiations, commitments and communications, either written or oral between the parties. Any agreements will only be binding on the employer where they have been formally offered by the Human Resources Division and accepted by the employee. While this position is open to applications from outside of Dunedin, New Zealand, unless otherwise stated relocation assistance will not be available should the successful applicant currently reside elsewhere in the country or world. University of Otago PO Box 56 Dunedin NEW ZEALAND Tel Fax

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