Job Description

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Property & Procurement Manager

Advertiser: Australian Institute of ArchitectsMore jobs from this company

Job Information

Job Listing Date
26 Feb 2019
Location
Melbourne, CBD & Inner Suburbs
Work Type
Full Time
Classification
Real Estate & Property, Commercial Sales, Leasing & Property Mgmt

Property & Procurement Manager

The Australian Institute of Architects is a peak professional and national membership-based organisation representing over 11,500 architects across Australia. It exists to enhance the cultural, environmental and economic well-being of the community by advancing contemporary practice and the professional capability of members and advocating the value of architecture and architects.

Role overview:

The Institute maintains a portfolio of leasehold and freehold properties across Australia with an office presence in each Capital City.  The role of Property & Procurement Manager is responsible for the strategic and operational management of the Institute properties from maintenance program implementation to managing the Annual Capital Expenditure Budget and works program.

In addition, the role is also responsible for the implementation and maintenance of the Institute’s best practice procurement policy across the organisation.

Ideal candidate:

You will have extensive experience in property management across a portfolio with leasehold and freehold properties nationally couple with experience implementing best practice procurement policy and systems across an organization.

You will have:

  • Completed qualifications relevant to the position including certificate, diploma or associate degree in property management/procurement
  • At least 5 years of relevant experience in a similar property management and/or procurement role (preferably with experience of both)
  • Demonstrated experience with commercial (small tenancy) leasing and negotiation experience will be preferred
  • The ability to prioritise, organise and manage workload to meet deadlines 
  • Well-developed verbal communication skills reflecting demonstrated interpersonal, negotiation, presentation and relationship building skills
  • Professional telephone and e-mail manner and ability to provide support and deal with queries in a helpful and prompt manner
  • Ability to work as a part of a team as well as be independent and proactive
  • Demonstrated experience engaging with a broad cross-section of stakeholders with varying or competing interests in and priorities for a property portfolio
  • A commercially-minded and pragmatic approach to property management and leasing
  • A network of property and procurement professionals and suppliers
  • A positive, proactive attitude with impeccable personal integrity
  • Willingness to acquire and share new knowledge and familiarise oneself with the organisation and its operating environment, tenants, lessors, suppliers and advisors

Key Responsibilities: 

Property

  • Develop and manage Annual Property Operating Budget, Annual Capital Expenditure Budget and works program
  • Manage all contractors for property related operational requirements across the portfolio i.e. cleaning, utilities, security, essential services, air conditioning, repair and maintenance, emergency response etc
  • Represent the Institute at Owners Corporation and Committee meetings as required
  • Project Manage office fit outs, relocations, Cap Ex upgrades and refurbishments (sourcing quotes/budgeting/forecasting/reporting/managing suppliers/liaising with stakeholders)
  • Premises leased from third-party landlords: Identifying and recommending potential office premises and lease negotiations with owners/agents
  • Premises leased to third-party tenants:  Sourcing potential tenants and lease negotiations with tenants
  • Inform and support the annual insurances renewal process and any requirements related to claims
  • Risk management in relation to property portfolio, including premises-related WHS compliance and reporting on risk and compliance
  • In conjunction with the People and Culture team develop and maintain emergency response management processes and procedures at all institute locations including first aid requirements

Procurement

  • Implement best practice procurement policy and systems across the Institute
  • Periodical identification and prioritisation of procurement types and relationships where results can be improved (quality/quantity/cost)
  • Hands on procurement activities for material projects and functions not specifically delegated to specialist Managers (Finance, Legal, ITC and HR functions)

Why AIA?

As an organisation, we are committed to providing a diverse and inclusive environment. Steeped in history, the Australia Institute of Architects have been supporting the careers of Architects and the industry since 1930 and are committed to driving change and innovation internally and for our members. The successful candidate will be supported by a strong management and leadership team as well as a wider network of state-based peers.

The Australian Institute of Architects is a peak professional and national membership-based organisation representing over 11,500 architects across Australia. It exists to enhance the cultural, environmental and economic well-being of the community by advancing contemporary practice and the professional capability of members and advocating the value of architecture and architects.

Role overview:

The Institute maintains a portfolio of leasehold and freehold properties across Australia with an office presence in each Capital City.  The role of Property & Procurement Manager is responsible for the strategic and operational management of the Institute properties from maintenance program implementation to managing the Annual Capital Expenditure Budget and works program.

In addition, the role is also responsible for the implementation and maintenance of the Institute’s best practice procurement policy across the organisation.

Ideal candidate:

You will have extensive experience in property management across a portfolio with leasehold and freehold properties nationally couple with experience implementing best practice procurement policy and systems across an organization.

You will have:

  • Completed qualifications relevant to the position including certificate, diploma or associate degree in property management/procurement
  • At least 5 years of relevant experience in a similar property management and/or procurement role (preferably with experience of both)
  • Demonstrated experience with commercial (small tenancy) leasing and negotiation experience will be preferred
  • The ability to prioritise, organise and manage workload to meet deadlines 
  • Well-developed verbal communication skills reflecting demonstrated interpersonal, negotiation, presentation and relationship building skills
  • Professional telephone and e-mail manner and ability to provide support and deal with queries in a helpful and prompt manner
  • Ability to work as a part of a team as well as be independent and proactive
  • Demonstrated experience engaging with a broad cross-section of stakeholders with varying or competing interests in and priorities for a property portfolio
  • A commercially-minded and pragmatic approach to property management and leasing
  • A network of property and procurement professionals and suppliers
  • A positive, proactive attitude with impeccable personal integrity
  • Willingness to acquire and share new knowledge and familiarise oneself with the organisation and its operating environment, tenants, lessors, suppliers and advisors

Key Responsibilities: 

Property

  • Develop and manage Annual Property Operating Budget, Annual Capital Expenditure Budget and works program
  • Manage all contractors for property related operational requirements across the portfolio i.e. cleaning, utilities, security, essential services, air conditioning, repair and maintenance, emergency response etc
  • Represent the Institute at Owners Corporation and Committee meetings as required
  • Project Manage office fit outs, relocations, Cap Ex upgrades and refurbishments (sourcing quotes/budgeting/forecasting/reporting/managing suppliers/liaising with stakeholders)
  • Premises leased from third-party landlords: Identifying and recommending potential office premises and lease negotiations with owners/agents
  • Premises leased to third-party tenants:  Sourcing potential tenants and lease negotiations with tenants
  • Inform and support the annual insurances renewal process and any requirements related to claims
  • Risk management in relation to property portfolio, including premises-related WHS compliance and reporting on risk and compliance
  • In conjunction with the People and Culture team develop and maintain emergency response management processes and procedures at all institute locations including first aid requirements

Procurement

  • Implement best practice procurement policy and systems across the Institute
  • Periodical identification and prioritisation of procurement types and relationships where results can be improved (quality/quantity/cost)
  • Hands on procurement activities for material projects and functions not specifically delegated to specialist Managers (Finance, Legal, ITC and HR functions)

Why AIA?

As an organisation, we are committed to providing a diverse and inclusive environment. Steeped in history, the Australia Institute of Architects have been supporting the careers of Architects and the industry since 1930 and are committed to driving change and innovation internally and for our members. The successful candidate will be supported by a strong management and leadership team as well as a wider network of state-based peers.

The application form will include these questions:
  • What's your expected annual base salary?

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