IR35: In Scope
Security Clearance: BPSS
Contract Length: Until 31/03/2025 Initial contract (extension budget depending)
Interview Process: 1 stage via Google Meet
Location: London or Birmingham 1 Day per week
Minimum Requirement:
Seeking a candidate whose background is in Lease / Rent negotiations / Portfolio Asset Management / Dilapidations / Acquisitions and Disposals.
1. Relevant Public Sector Experience
2. Commercial Property Experience (Landlord & Tenant)
3. Understanding of Intra Government Occupancy Agreements
4. Strong Stakeholder Management & Communication Skills
5. Ability to understand and follow a budget
6. MRICS Desirable
Job Description:
Review and monitor asset management outputs, including efficiency reviews, delivery plans and progress with achieving best practice.
Provide specialist technical advice on asset management matters, including supporting stations, track, and issues.
Perform forward planning work to assist in preparing for periodic reviews and analysis of asset management outputs.
Overview:
Beyond the bricks and mortar, the Department is about providing great workplaces for our people. Through programmes like Hubs, Whitehall Campus and Smart Working you will be in the vanguard of creating model working environments and promoting flexible working practices. This is an ambitious and exciting task, for which we need innovative people, with strong commercial acumen, who are passionate about visualising and implementing customer needs. We’re a relatively new department and we are growing fast so we also need people who thrive in ambiguity, can adapt quickly to change and are comfortable stepping outside of their remit to drive outcomes.
As Assistant Asset Manager, you will ensure the property portfolio in the South Region is actively and efficiently managed to deliver the Estate Strategy, primarily by:
1. Developing, maintaining and analysing property data records to support the compilation of occupancy agreements and asset plans and effective decision making.
2. Under the direction and supervision of the Asset Manager, assisting in the creation of new occupation agreements and varying of existing agreements, by engaging with clients and client managers; instructing the Strategic Property Partner; reviewing cost estimates; creating Heads of Terms.
3. Providing asset management support for the other members of the South Region Property Team, as agreed by the Asset Manager.
4. Developing and maintaining positive working relationships with stakeholders and business representatives to understand and assist with the development of their requirements, and how these can be best accommodated within the overall aims and objectives of the Department.
Key Responsibilities:
To assist the Asset Manager in the day-to-day management of the Department's (South Region) property portfolio through:
1. Progressing to completion the negotiation and documentation of new occupation agreements and varying of existing agreements, in conjunction with clients, client managers and our external Strategic Property Partners.
2. Collation and/or creation of building/property lease-plans for use in occupancy agreements.
3. Creation, reviewing and updating of Critical Action Plans.
4. Creation of Building Asset Management Plans.
5. Creation of Property Packs describing the property, tenure, costs, occupancy and summary of strategic plan for the asset.
6. Creation of marketing materials.
7. Ensuring documentation is uploaded to the property management platform (MRI Horizon) by the Strategic Property Partner.
8. Reviewing Horizon for accuracy of data related to occupancy agreements and running, for example, property reports on occupancy, apportionments and costs.
9. Creating and maintaining a structured online filing system internal to the Property Team with core asset information.
10. Leading on the asset management of specific key properties within the estate under the supervision of the Asset Manager.
11. Providing written updates and reports on specific property management matters, such as; the progression of Licence To Alter agreements, new and ongoing property management issues.
12. Reviewing the inspection reports of all property inspections undertaken by the Strategic Property Partner, and providing any subsequent advice and recommendations to the Asset Manager.
13. Ensuring the accurate and timely completion of property data on the property database using third party suppliers to support this process as necessary.
14. Analysing, extracting and providing property data, including: rent, rates, service charges, facilities management, measured areas, occupancy agreement critical dates.
15. Participating in and supporting the delivery of complex property transactions and multi-departmental moves to deliver the strategic property development solutions to deliver the Department's aims and objectives.
16. Providing information and answering queries from staff and from Departments served by this Department regarding the ownership of land and property and property arrangements.
17. Contributing to the delivery of the South Region objectives and associated business targets (Contributing to the successful client scoring).
18. Representing the Asset Management component in agreed meetings on behalf of the Asset Manager.
19. Undertaking administrative tasks such as: taking and distributing minutes and/or notes of meetings, raising Purchase Orders, updating Critical Action Plans and Building Asset Management Plans.
20. Fully participating in monthly reviews with the Asset Manager and the Department's regular performance development reviews; including personal development process. Undertaking training as necessary in line with the development of the post.
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