Assets and property manager

As the Property Manager the responsibilities are extensive and varied, however, you will primarily be accountable for the overall management of an 11.175 acres property portfolio.

JOB OBJECTIVES

As the Property Manager the responsibilities are extensive and varied, however, you will primarily be accountable for the overall management of an 11.175 acres property portfolio. This comprises both commercial and leisure activities; the successful management of this portfolio will be assessed based on the satisfaction of, the owner, the management company and the tenants. The principal challenge in this position is to always achieve an international standard in the development and maintenance of the heritage site within budget and schedule. By so doing, the Property Manager must devise innovative strategies that will achieve operational efficiency.

KEY OUTPUTS

• Preparation, implementation and monitoring of Departmental Operational Plan for financial year
• Preparation, implementation and monitoring of Departmental Budgets for financial year
• Preparation, implementation and monitoring of Departmental Procurement Plan for financial year
• Preparation, implementation and monitoring of Departmental Project Management Plan for financial year
• Preparation, implementation and monitoring of Departmental Maintenance Plan for financial year
• Reports submitted to Executive Director, Board of Directors and Government Bodies
  • Property Management Reports
  • Quarterly Review Reports on Operations – Ministry of Tourism and Entertainment
  • Monthly Project Review Reports – Tourism Enhancement Fund

KEY RESPONSIBILITY AREAS

Management/ Administrative Responsibilities

• Ensure the policies, objectives and values of DHDL are communicated and understood across the department.
• Assist in the development of DHDL’s Corporate and Operational Plans
• Responsible for the development and management of the Department’s information management systems (MIS).
• Communicate and manage processes geared towards operational efficiency and effectiveness
• Identify staffing requirements and develop, or approve, job descriptions and/or develop and monitor, or approve, human resource policies, and training and development plans of the department.
• Afford cross-functional management for the payment of service and goods

Technical/Professional Responsibilities

• Hire, manage, and evaluate site personnel and/or off-site management staff or contracted management firms directly or through others.
• Identify, implement, and monitor, or approve, sustainable practices; including but not limited to energy use/conservation programs for the property.
• Determine which items or services are to be purchased for the property, prepare specifications, solicit and evaluate bids for contract services, negotiate or approve contracts, and monitor contracts.
• Oversee operation of building systems, supervise employees or monitor contractors who perform routine maintenance and repair work, and/or oversee planning and construction of tenant improvements and interior design.
• Design, implement, and monitor or approve, routine and preventive maintenance programs for the property.
• Establish or maintain and enforce the property's operating policies and procedures and occupancy/usage guidelines.
• Establish, maintain, and monitor adherence to, or approve, the property's record keeping system.
• Identify, analyze, and implement, or approve, capital improvement or replacement programs, including but not limited to maintenance or remodeling programs, tenant improvements, and amenity enhancements.
• Perform regular property inspections and take appropriate action in accordance with established policies and procedures.
• Design and implement, or approve, tenant retention, orientation, and property familiarization programs.
• Communicate routinely with occupants of the property concerning level of service and other management matters and/or investigate and resolve tenant complaints.
• Design, implement, or approve life-safety and emergency preparedness programs for the property.
• Develop, implement, or approve a risk management program for the property to mitigate the property’s insurable risk and/or identify the property's insurable risks and recommend, secure and monitor insurance coverage.
• Ensure the property's compliance with government and environmental regulations.
• Process, and/or monitor, or approve property payables.
• Prepare, present, and implement annual property maintenance budgets, including capital expenditure budgets, or review, authorize, and monitor such budgets prepared.
• Assist with the preparation, analysis, and/or approval of the property's financial and operating statements and variance reports.
• Approve major deviations from the budget, exclusive of emergencies.
• Identify and analyze the property's financial requirements and financing options, and/or replacement reserve requirements, and recommend funding sources.
• Identify, analyze uses of the property and implement or approve a plan to monitor the use of the property for events.
• Establish or maintain management controls and analyze the property's performance.
• Assist with the establishment of the goals and objectives of the DHDL.
• Fulfill the company’s contractual obligations; including, recommending, implementing, and managing modifications for management contracts and/or governing documents.
• Design and implement the property’s emergency and security management plan.

PERFORMANCE INDICATORS/STANDARDS

• Achieve an established Percent Plan Complete (PPC) on all capital expenditure projects
• Maintain an establish reduced margin within the expenditure budget of the department
• Achieve Departmental Objectives in an efficient and effective manner
• Achieve the property’s recovery after a major natural disaster within one (1) day.
• Achieve 100% adherence to the Government of Jamaica’s 2010 Procurement Guidelines
• Ensure that the property is always in a state of readiness for public and/or private stakeholders
• Comprehensive and accurate reports prepared and submitted within the agreed time-frame
  • Accurate information disseminated
  • Continuous guidance and advice provided as requested
  • Staff performance meets or exceeds set targets

• All statutory payments are submitted on time.
• Payroll is prepared as per agreed timeline.
• Budget is prepared and submitted on time.
• Excellent Customer service delivered at all times to internal and external customers

• Excellent leadership and interpersonal skills
• Good customer relations skills
• Excellent oral and written communication skills
• Excellent problem solving and negotiation skills

• Sound knowledge of the FAA Act
• Knowledge of Budget Preparation
• Proficiency in the relevant computer application software

SPECIAL REQUIREMENTS/WORKING CONDITIONS

• Ability to work under pressure and extraordinary hours
• Lifting of heavy equipment/machinery/devices
• Working in claustrophobic conditions (basement and tunnels)
• Working atop roofs

MINIMUM EDUCATIONAL REQUIREMENTS AND EXPERIENCE

• At least a Bachelors Degree in Construction Management, Surveying, Quantity Surveying, Estate Management
• Post Graduate Training in Project Management
• Professional Training in Financial Management
• At least five (5) years working experience in Property/Construction Management
• Knowledge of implementing and managing Public Sector Contracts according to the GOJ 2010 Procurement Policies and Guidelines Handbook
• Strong Management & Leadership Skills
• Excellent verbal and written communication skills and an ability to communicate at all levels
• Ability to use Project Management and Computer Aided Design Software
• Proven Stakeholder/Tenant Management experience

Desirable

• Knowledge of Jamaican Laws governing Heritage Sites
• Knowledge of effective business and strategic management principles
• Knowledge and experience in Security Management
• Knowledge and experience in designing and managing pre and post disaster operations