Property Leasing Officer. Corporate Services. Darren Gillies

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1 POSITION TITLE Property Leasing Officer POSITION NUMBER: 0625 CLASSIFICATION/BAND: City of Greater Geelong Enterprise Agreement (as amended from time to time) Band 5 Salary $59, to $67, per annum, plus superannuation STATUS: Permanent full-time position DIVISION: Corporate Services DEPARTMENT: Corporate Strategy and Property Management APPROVED BY: Darren Gillies DATE APPROVED: March 2014 POSITION OBJECTIVE: Contribute to the efficient and effective operation of the Lease Management Unit through the timely implementation of quality leasing arrangements and property management issues in general. Contribute to the achievement of Unit objectives and undertake positive participation as a member of the Unit.

2 THE CITY OF GREATER GEELONG: The City of Greater Geelong is one of the largest local government areas in Victoria. The City provides more than 120 services to the municipality which has a population of more than 200,000. The City has an annual budget of $229 million and employs over 2000 staff. It also utilises a large number of volunteers. The organisation has five divisions: Community Services; Corporate Services; Planning & Tourism; City Services and Projects, Recreation & Central Geelong. Geelong: Located 75 kilometres from Melbourne, Geelong is Victoria s second largest city and is renowned for its stunning north facing waterfront which overlooks Corio Bay. Geelong is a vibrant cosmopolitan city with a relaxed coastal flavour. It is recognised as offering one of the best lifestyles in Australia. Geelong has all the modern amenities of larger cities, combined with a clean and healthy environment. Just minutes away from the city centre are kilometres of pristine beaches, charming seaside townships and unspoilt rural hinterland. Geelong is also the gateway to the famous Great Ocean Road and some of the best surf beaches in the world. The City offers excellent educational opportunities. Geelong Grammar, Geelong College, The Gordon and Deakin University are just some of the schools and tertiary institutions in the region. ORGANISATION ENVIRONMENT: Geelong is among the largest of 79 Councils which collectively represent approximately 5 million Victorians. While each Council is independent, there are common rules, mainly in the form of State Legislation, which provide the framework in which Councils operate. Our Vision: Greater Geelong: building our community through enterprise, opportunity and innovation in a quality environment. Our Mission: We will focus on developing and maintaining effective working relationships to deliver Council's strategic directions and high quality services that meet the changing needs of our community. Values & Behaviours: Values form the basis of our behaviour; they add meaning to work and they provide a basis for consistent planning and decision making across the organisation. The City of Greater Geelong aims to foster a culture that embraces the organisation values being Integrity, Responsibility, Innovation and Respect. All employees should demonstrate the behaviours that come from these values when carrying out their work.

3 ORGANISATION RELATIONSHIP: This position is part of the Corporate Services Division which comprises the following departments: Communications and Marketing Administration and Governance Corporate Strategy and Property Management Customer Services and Councillor Support Financial Services Information Services Organisation Development Reports To: Directly Manages: Internal Liaisons: External Liaisons: Coordinator Lease Management & Property Legal Advisor N/A Unit staff, other Council staff and management Property tenants, property landlords, CoGG service managers, statutory and service authorities, counterparts in other councils and organisations, consultants, solicitors and managing agents, members of the public KEY RESPONSIBILITIES The key responsibilities for this position are: 1. Lease and Property Management: Implementation of all aspects of lease and property management including client relations, legal and legislative parameters, negotiations, reporting and documentation preparation; Undertake property inspections; Calculating and applying rent review increases and maintaining systems; Debtor management including attendance at credit watch meetings as required; Maintaining the Lease Management application software solution as required; Maintaining lease files as required Assisting the Coordinator Lease Management as requested 2. Lease Policy Assist in a significant manner with the development of standard leases and lease policy across all asset classes. 3. Reporting Preparation of quality reports on leasing and property issues providing well reasoned recommendations relating to lease actions, property actions and other related issues. 4. Property Leases, Contracts and Documents Preparation of accurate and complete property leases, contracts and other documentation which complies with Council policy and all legislative requirements.

4 5. Communication Foster and maintain effective communication channels with internal and external customers, including negotiation of leases and license. 6. Team Contribution Contribute to an effective team operating with a strong customer and commercial focus. Adherence to all Council s policies and procedures as relevant to this position. Carry out other duties as deemed reasonable and appropriate to the role as directed from time to time by the Coordinator Lease Management. KEY SELECTION CRITERIA Essential 1. Significant experience in property management at a commercial level; 2. Minimum of 3 years experience in a leasing environment (either legal or commercial real estate management); 3. Sound working knowledge and demonstrated experience in the application of Crown Land legislation, Retail Leases legislation and statutory compliance; 4. Appropriate post secondary qualifications with experience in property management or a related discipline (Degree/Diploma in Business/Management studies or similar); 5. Excellent time management, communication (verbal and written), negotiation, and influencing skills; 6. Experience and ability to work in a team environment, and with a large range of internal and external stakeholders, including tenants and Council Officers. 7. Ability to analyze complex and significant property issues and understand the needs of internal service providers, the political environment, the community, and tenants. Desirable: 1. Demonstrated skills and experience in the use of GIS (map based computer systems) and lease/property management computer systems. ACCOUNTABILITY AND EXTENT OF AUTHORITY: Administration of leasing matters under the direction of the Co-Ordinator; The provision of timely and accurate specialist advice to senior staff and internal and external customers; The freedom to act is governed by legislation, Council policies, procedures, the objectives and budget of the Unit with regular monitoring by the Coordinator Lease Management. The quality of work may be subject to review by others; Potential problems should where possible be anticipated, analysed and reported to the Coordinator Lease Management ensure no surprises and no risk exposure to Council.

5 JUDGEMENT AND DECISION MAKING: This is a specialist position which is essentially problem solving in nature. Position will be required to make professional and sometimes complex judgments where guidance sometimes may not be available. All work is approved by the Co-Ordinator. SPECIALIST SKILLS AND KNOWLEDGE: An ability to prepare and administer lease and contract documentation; Knowledge and working experience in the application of crown land legislation, retail leases legislation and statutory compliance; Demonstrated experience in lease negotiations and property management or a closely related discipline; Proficient in the use of personal computers, word processing, database and spreadsheet software; Written communication skills sufficient to prepare clear and concise correspondence; Ability to understand the needs of tenants and internal service managers; MANAGEMENT SKILLS: Efficient and effective planning and use of own time as well as other members of the team, including the setting of priorities to achieve specific and set objectives with the resources available and within set timeframes despite conflicting pressures. Ability to initiate, implement and respond positively to change. INTERPERSONAL SKILLS: Oral and written communication skills to effectively: liaise with counterparts within the industry, all levels of Council staff and members of the public to exchange views and resolve problems; liaise and negotiate with tenants and service managers on leasing terms and issues and influence successful outcomes; Ability to demonstrate Integrity, Responsibility, Innovation and Respect in all aspects of the position. QUALIFICATIONS AND EXPERIENCE: Significant experience in property management at a commercial level; Minimum of 3 years experience in a leasing environment (either legal or commercial real estate management); Sound working knowledge and demonstrated experience in the application of Crown Land legislation, Retail Leases legislation and statutory compliance; Appropriate post secondary qualifications with experience in property management or a related discipline (Degree/Diploma in Business/Management studies or similar); Excellent time management, communication (verbal and written), negotiation, and influencing skills;

6 Experience and ability to work in a team environment, and with a large range of internal and external stakeholders, including tenants and Council Officers. Ability to analyze complex and significant property issues and understand the needs of internal service providers, the political environment, the community, and tenants. SPECIFIC HEALTH AND SAFETY REQUIREMENTS A pre-employment medical examination may be required Participate, where required, in the reporting of health, safety and wellbeing issues Manual handling tasks involved Demanding deadlines Prolonged periods of in-activity i.e. sitting at the computer Regular keyboarding associated activities Long / short distance travel between sites as necessary Dealing with difficult clients and situations SPECIAL CONDITIONS Employment is subject to the presentation of documentary evidence of the right to work in Australia A National Police Records check may be required throughout your employment with Council A current Victorian Drivers Licence is essential where the need to drive a Council vehicle is required RISK MANAGEMENT, EQUAL OPPORTUNITY & CHARTER OF HUMAN RIGHTS Observe policies and procedures to minimise injury and damage to assets and property Adhere to Council s Occupational Health & Safety (OH&S), equal opportunity and risk management policies, as well as act in accordance with the Charter of Human Rights Ensure behaviour in the workplace does not discriminate, bully or harass others Take reasonable care of self and others who may be affected by your actions OTHER RELEVANT INFORMATION Employment may be subject to a three month probationary period (please note that following consultation, this period may be extended by up to a further three months) Internal candidates may be subject to a three month trial period Conditions of employment are as per your contract of employment The City of Greater Geelong is an Equal Opportunity Employer and has a no smoking in the workplace practise and is also committed to OH&S in the workplace and therefore all employees adherence to all OH&S policies and procedures is mandatory.

7 HOW TO APPLY Applications for this position close at 5pm on Friday 4 April 2014 and should be submitted through the on-line facility at (for internal candidates, please refer to CityWeb). Should you not have access to the on-line facility, applications may be directed to: Recruitment Administration Officer Organisation Development Department City of Greater Geelong PO Box 104 GEELONG VIC 3220 Phone: For details on the recruitment process Fax: If you require further information regarding this position, please contact: Vesna Smigowski, Coordinator Leasing and Property Legal Advisor on Privacy Statement Making an application for this position requires that you consent to the collection, use, storage and destruction of personal information, including details of your referees. This information will assist us to select the best applicant for the vacant position. At all times during the recruitment and selection process, personal data will be treated in a highly confidential manner. Documents will only be available to members of the selection committee for the purposes of selecting the best person for the position. All unsuccessful applicants documentation will be destroyed three months after the end of the recruitment process. Please do not send originals of documentation with your application, as they will be destroyed. In addition the applicant understands that they may apply to Council for access and/or amendment of the information. Successful applicant details become employment-related information and will be placed on the successful applicant s Personal File. The City of Greater Geelong may release this personal information to third parties such as Vision Super Fund Pty Ltd., Victorian Workcover and Centrelink for employment related purposes.