Position Description Property and Asset Manager

HR – PD – Property and Asset Management Coordinator – V1.0 Page 1 of 3 Issue Date: When approved for DMS Distribution Review Date: When document to be reviewed by QMM THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

Location/s Support Services

Reporting to General Manager – Corporate Services

Direct Reports Property Asset and Travel Officer

Level Band E – As per the Relationships Australia (Qld) Enterprise Agreement 2014

Date Updated November 2018

About the Role The purpose of this role is to manage the organisation’s strategic property assets, fleet and ancillary assets, and general procurement processes, in order that clients and staff are afforded safe and appropriate facilities and services so that RAQ can fulfil its core objectives of building healthy relationships and stronger communities.

Key Responsibilities

Property Management Assist in the development of an RAQ strategic property plan to ensure all future resource requirements are met.

Maintain a register of all RAQ owned and leased premises, outlining key features and risks associated with each venue.

Make sure all venue lease re-negotiations are actioned in a timely fashion.

Investigate new property locations and expansion/contraction options as required by workforce or operational planning requirements.

Make sure all end of lease obligations are met and contracts terminated appropriately.

Provide Team Leaders / Regional Managers with support and advice regarding liaising with property owners, and conduct reviews of lease obligations.

Negotiate lease terms with new and existing lessors and in conjunction with RAQ’s property lawyers.

Manage RAQ leased properties, including managing lease negotiation, tenant relationships, rent invoicing and maintenance.

Maintenance and Asset Management

Engage Architectural, Consulting and Building Services to supply appropriate interior fitout and services in existing, new or refurbished premises.

Source, negotiate and review centralised contracts specific to security, cleaning, air conditioning, and other property services.

Liaise with Team Leaders / Regional Manager’s and the ICT department regarding the services provided by these external agencies and assist in trouble shooting and complaint management.

Provide for refurbishment, planned, ongoing and remedial maintenance services across all RAQ locations.

Conduct site visits as required and liaise with venue staff on all property issues.

Motor Vehicle Fleet Management Responsibilities

Provide efficient management of RAQ’s fleet of motor vehicles, including monitoring the utilisation of RAQ’s fleet of vehicles, arranging the ordering of new vehicles, and liaising with employees regarding their order

Provide overall management of administrative activities relating to fleet management, including the recording of vehicles, taking receipt and the distribution of traffic infringements, ordering fuel cards, and collating data regarding vehicle damage and insurance claims

Position Description Property and Asset Manager

HR – PD – Property and Asset Management Coordinator – V1.0 Page 2 of 3 Issue Date: When approved for DMS Distribution Review Date: When document to be reviewed by QMM THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

When required, source quotes from possible suppliers of fleet vehicles, and draft proposals for the Executives consideration

Obtain an understanding of the terms of existing supplier contracts and advice on these terms when requested

Safety and Compliance Responsibility for the provision of safe, accessible and appropriate work venues.

Responsibility for the provision of safe and appropriate vehicles.

Participate in the development and review of policies and procedures specific to RAQ motor vehicles, including the review of employee monetary contributions for the use of a fleet vehicle

In conjunction with WHS officers, and venue staff participate in the development of policies and procedures related to Property matters.

Procurement Investigate, negotiate and manage centralised procurement contracts where there are organisational benefits to be gained e.g. travel, stationery.

Where centralised contracts are established implement the requirements of the organisations procurement policy are met.

Leadership Be a role model for effective and positive leadership which is ethical, results driven and future-oriented.

Provide ongoing feedback, mentoring, advice and coaching to direct reports, supporting skill development, continuous improvement and increased competencies through an effective performance management framework.

Oversee delegated HR responsibilities for direct reports including; training and development, performance management, Professional Performance Reviews (PPRs) and clinical reviews, disciplinary management, and Workplace Health and Safety and Rehabilitation.

Professional Development

Demonstrate ongoing commitment to participation professional development as per organisational policy and procedure.

Be receptive to and reflect on feedback to improve employee performance.

Other Organisational Responsibilities

Adhere to all organisational policies, procedures, standards and practices.

Act only in ways that advances RAQ objectives, values and reputation.

Other duties, consistent with skills and experience, as directed by the reporting manager.

Core Competencies

Business Acumen Applies knowledge of the business and the industry to advance the organisation's goals.

Inspires Others Creates a climate where people are motivated to do their best to help the organisation achieve its objectives.

Service Excellence Builds strong client relationships and delivers client-centric solutions. Seeks ways to improve outcomes for clients as consistent with RAQ’s Mission, Vision and Values.

Professionalism Gains the confidence and trust of others through honesty, integrity, and authenticity.

Inclusion Interacts with all stakeholders in ways that demonstrate respect of social and cultural differences, and a commitment to challenging attendant social inequities.

About You

Position Description Property and Asset Manager

HR – PD – Property and Asset Management Coordinator – V1.0 Page 3 of 3 Issue Date: When approved for DMS Distribution Review Date: When document to be reviewed by QMM THIS DOCUMENT IS UNCONTROLLED WHEN PRINTED

To be successful in this position you will have:

Required Highly Desired

Qualifications Undergraduate Tertiary qualifications in Business or another relevant field.

Relevant Industry Accreditations.

Experience Previous experience in the management of assets and property.

Experience in the sourcing and negotiation of contracts.

Experience in managing team members, providing a high level of support.

Knowledge Demonstrated knowledge of key legislation and standards (Workplace Health and Safety, and other relevant building requirements).

Skills Demonstrated ability to analyse data and to consider and present viable options from a commercial perspective.

Highly developed communication skills, both written and verbal, including an ability to prepare high level reports to Executives.

It should be noted that Position Descriptions are under constant review and may be changed

at any time.