Property Manager - Facilities & Property Management Branch

Summary

Under the direction of the Director, Facilities & Property Management, the Property Manager (GMG/SEG 3) will seek to increase the revenue of the Post and Telecommunications Department through leasing of all vacant spaces available. The incumbent will be responsible for the management of all property services related to licences, leases, rental, and updating property registry of the Post and Telecommunications Department, as well as to handle all acquisitions and divestment for properties in collaboration with the National Land Agency. The Property Manager will also be responsible for ensuring that all properties vested with the Postmaster General, being transferred, have registered titles to generate for ease of business and managing the pest control, waste management and other critical building and property support services.

Responsibilities

• Management/Administrative:

  • • Contributes to the development of the Branch’s budget, Operational and Unit Plan;
  • • Contributes to the formulation of the Department’s Disaster Recovery Plan in regards to property, facility, furniture, equipment and other paraphernalia;
  • • Collaborates with supervisor in the preparation, signing and submission of Individual Work Plans;
  • • Manages the day to day operations and services of the Section; ensuring Unit/Individual Plans are aligned to the operational objective and budget of the Department and that activities are executed;
  • • Prepares and submits to the Director, Facilities and Property Management, status report on activities of the Section in keeping with Operation Plans and Work Plans;
  • • Assesses rental rates offered by the Department and make recommends same for annual review to ensure the rates offered by the Department are current/competitive;
  • • Reviews the necessary Real Property Legislation, particularly the Rent Restriction Act;
  • • Advises and assists with executions of maintenance projects, major repairs and improvement;
  • • Assists with the review of systems and procedures for the effective operation of the Branch;
  • • Assists with the implementation of safety and environment management plans;
  • • Keep abreast with new construction technologies and recommends improvements in property maintenance;
  • • Represents the Department with Governmental Agencies, landlords and tenants.

• Technical/Professional:

  • • Monitors all programmes, budgets, contracts and contracted services related to licences and rental properties;
  • • Identifies and manages all acquisitions and divestments for properties, in collaboration with the Director, Facilities and Property Management and the National Land Agency;
  • • Prepares tender documents to include technical requirements for the acquisition of goods and property;
  • • Identifies and makes recommendations on the opportunities for the realization of development or investment potential of properties;
  • • Ensures up-to-date listing/documentation of all properties under the purview of the Department, by ensuring that paper and electronic databases are accurately updated;
  • • Prepares and enforces lease proposals, lease agreements and lease amendments;
  • • Prepares requests for estimates on properties from external contractors and submits to the Director, Facilities and Property and Maintenance;
  • • Creates database to manage and monitor rent collection and arrears;
  • • Reviews and monitors all tenants in arrears.
  • • Prepares and submits property expenses in relation to insurance premium, property taxes, commissions and other property expenses;
  • • Assists with property valuation for insurance purposes;
  • • Interviews and screens tenants for new tenancy;
  • • Prepares rental agreement for Director, Facilities and Property Management authorisation;
  • • Liaises with Legal Services Section on contracts and leases agreements matters;
  • • Submits requests to the Legal Services Section for Demand Letters and Notices to Quit;
  • • Ensures all complaints, disturbances and violations are investigated and resolved in a timely manner, and in accordance with all legal requirements and Department policies and/or practices;
  • • Reports theft, arson, malicious or other damage and illegal possession of premises to the Director, Facilities and Property Management and the Operations Section;
  • • Conducts regular visits to facilities/properties, ensuring that work procured or tenancy is being executed in accordance with contractual agreement;
  • • Prepares reports on all property visits conducted;
  • • Assists with the preparation of Time Sheets for Ground Staff;
  • • Assists with the preparation of bid documents and the recommendation of contractors/consultants for landscaping and related projects;
  • • Organizes the collection of garbage from all properties under the span of control;
  • • Attends court as required.

• Human Resource:

  • • Manages the welfare and development of direct report through the preparation of performance appraisals and recommendations of required training and development programmes;
  • • Provides leadership to direct report through effective objective setting, delegation and communication processes;
  • • Provides guidance to direct report through coaching, mentoring and training, providing assistance and support as needed;
  • • Ensures that training and other needs of direct report are adequately identified and addressed;
  • • Ensures that direct report is aware of and adheres to the policies, procedures and regulations which affect the Branch;
  • • Participates in the recruitment of staff for the Branch;
  • • Recommends vacation leave for direct report in keeping with established human resource policies;
  • • Recommends/administers disciplinary action in keeping with established human resource policies;
  • • The incumbent may, from time to time, be assigned duties not specifically outlined within the job description but are within the capacity, qualifications and experience generally expected from a person occupying this position.

Desired Traits and Characteristics

• • Good customer and quality focus
• • Good oral and written communication skills
• • Interpersonal skills
• • Initiative
• • Integrity
• • Problem solving and decision making skills
• • Adaptability
• • Teamwork and co-operation
• • Goal/result oriented
• • Compliance

Qualifications

• • Bachelors Degree in Real Estate Management and Valuation or Business Administration or any other equivalent qualification
• • Six (6) or more years’ experience managing commercial/office real estate
• • Project Management training and experience would be advantageous
• • Training in facility/building management would be an asset

Additional Information and Instructions

🚨 Special Conditions Associated with the Job: 🕒 Flexible Hours: May be required to work beyond normal working hours and days. 🚗 Travel Requirements: Travelling islandwide is expected. 🔑 Driver’s License: Must possess a valid Driver’s License and a reliable motor car. How to Apply: 📄 Applications accompanied by résumés should be submitted no later than Wednesday, 18th December, 2024 to: Director, Human Resource Management and Development Post and Telecommunications Department 📍 6-10 South Camp Road, Kingston, CSO 📧 Email: hrunit@jamaicapost.gov.jm ℹ️ Subject Line: Property Manager (GMG/SEG 3) - Facilities & Property Management Branch 🔑 Important Notes: Only shortlisted applicants will be contacted.

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