Job Title: Property Manager
Grade and Salary: Grade 7 (£36,924 - £46,485)
FTE and Working Pattern: Full time, 12 months fixed term maternity cover
Organisation Name: Estates and Facilities
Purpose of Role
Reporting to the Head of Property Strategy, this is a fixed term maternity cover post and is a technical specialist role which will be responsible for the management of the University’s diverse portfolio of land and property. This includes dealing with all aspects of day-to-day management of the portfolio, including but not limited to:
* Maximising the rental income from the University’s estate;
* Providing advice on land ownership issues;
* Negotiating on aspects of the leased estate including new lettings, rent reviews and lease renewals;
* Implementing and administering service charge budgets and annual reconciliations;
* Providing consistent and regular communication with occupiers to aid high levels of customer satisfaction;
* Space planning;
* Management of business rates;
* Upkeep of the property database;
* Instructing and liaising with solicitors and agents regarding any property transactions, disputes or issues.
Key Duties and Responsibilities
Management Responsibilities:
* Act as one of the Estates and Facilities specialists on matters relating to property and space management;
* Manage the database of University’s property interests;
* Setting budgets and implementing service charge across multi-occupied properties;
* Deliver property management services which are customer focused and commercially driven;
* Responsibility for ensuring that the University complies with all its property ownership and landlord requirements.
Decision Making
* Provide advice and make recommendations to the University to support its decision making in all property matters;
* Provide timely and accurate advice to customers and stakeholders based on technical or specialist knowledge;
* Assess the risks of various options and work with the relevant customer/stakeholder to achieve the optimum outcome;
* Following Procurement guidelines, negotiate with suppliers regarding prices and deliveries to increase financial efficiency.
Planning and Organising
* Ownership of accurate space records, including audits of space use and records retention for statutory purposes.
Initiative and Problem Solving
* Provide advice and guidance on complex and non-standard queries, using personal knowledge and experience;
* Use initiative and creative ideas to resolve non-standard problems using experience and reasoning to reach an effective conclusion;
* Generate original ideas and innovative solutions through the provision of specialist know-how and advice as appropriate;
* Gather and analyse requirements for systems to identify optimum solutions.
Service Excellence
* Create relationships and networks with customers, partners and stakeholders, providing property and space information influencing decisions and creative solutions;
* Provide timely and appropriate guidance and advice on policy, procedure, legislation and local processes;
* Provide expert technical advice within the expected areas of knowledge and experience;
* Supporting the University’s programme to enhance student experience;
* Work with colleagues within the directorate to contribute to and manage the continued review and improvement of the service;
* With the other relevant managers, ensure that all policies, systems, procedures and guidelines are in place to comply with all legislative and regulatory requirements related to statutory compliance of the estate;
* Set standards and lead by example;
* Ensure timely, accurate and informative provision of statutory and other reports and metrics.
Teamwork
* Manage the relationships with all relevant external consultants and advisors e.g. legal advisors, property consultants, etc;
* Deputise, as required or other senior colleagues in the Directorate;
* Champion and support a one-team culture across directorate and wider University;
* Working in partnership with the Heriot-Watt Research Park Manager to pursue and maximise all opportunities to develop promote the Research Park.
Clear and Consistent Communications
* Effective financial management, including maintenance of accurate rent and payment records, in accordance with University procedures;
* Produce relevant management information and KPI’s. Prepare reports and papers for committees or funding bids as required. Prepare agendas, take minutes of relevant meetings and prepare recommendation report on the back of property matters;
* Write/review papers, policies, guidance and briefings for relevant audiences and stakeholders;
* Write letters, emails and other direct communication to individuals and groups, both internally and externally;
* Interpret, prepare, analyse and deliver reports;
* Provide detailed explanations of systems, procedure, or technical information both verbally and in writing.
Citizenship
* Demonstrate the University Values at all times through performance and behaviour;
* Participate in ad-hoc duties to support the team/University and for personal development;
* Support newer or inexperienced colleagues within and outside the University by offering support, help and advice;
* Positively promote the University internally and externally through positive behaviour and supporting University-wide activities.
Special Arrangements
Participate in the University's management out of hours emergency provision arrangements, if required.
Education, Qualifications & Experience
Essential
1. Degree calibre or equivalent relevant experience;
2. Membership of RICS or other relevant professional body;
3. An understanding of Scottish property law (including Landlord and Tenant legislation and statutory requirements);
4. Confident in interpreting lease obligations and with a view to determining liabilities (maintenance/financial) and setting up tenant records for billing purposes;
5. Extensive commercial property management experience either in public or private sector;
6. Demonstrable ability of successful negotiations;
7. Able to understand and communicate complex issues effectively to non-subject specialists;
8. Commitment to service excellence;
9. Proven track record of delivering excellent property management services with a particular focus on implementing service charges across multi-occupied properties;
10. Demonstrable financial, resource and budget management experience including experience of managing budgets, annual reconciliations, authorising and reporting on expenditure against a budget as well as reviewing and, if necessary, challenging budgets submitted by landlords of the let properties;
11. Demonstrable experience in producing accurate analysis and management information to assist in strategic decision-making, both orally and in writing;
12. A proven track record of developing and sustaining productive customer relationships and prioritising service-user needs;
13. Good track record as a team player, developing and maintaining positive working relationships with internal and external customers, peers, stakeholders and others;
14. A well-organised and efficient planner, able to demonstrate strong programme and project management skills;
15. Strong digital and IT skills with the ability to learn and understand new systems. They will also have excellent customer service skills;
16. Ability to work effectively both independently and as part of a team.
Desirable
1. Health and Safety qualification e.g. IOSH/SMSTS/NEBOSH;
2. Experience of Higher Education Sector.
About our Team
The Estates and Facilities Directorate leads the global provision for Strategic Planning and Operational Management of Estates, Facilities and Hospitality Services. Additionally, in the Directorate is Oriam, Scotland’s National Sports Performance Centre and is a leading facility for performance sports which has been recognised for providing best in-class facilities for our students and the community. The remit is to ensure that the facilities and services within the directorate are capable of supporting the delivery of the University Strategic Plan and beyond.
Estates and Facilities is a key professional service directorate within the University’s Professional Services’ operating structure. Property Management is currently one of four divisions within the directorate. The directorate has around 300 staff.
The University estate principally comprises a campus site positioned within the green belt to the West of Edinburgh. It totals 154 hectares with some 100 buildings providing a developed floor space of upwards of 160,000m², together with grounds, roads, car parks, HV Electrical network, high pressure gas network, mains water distribution and pumping system and drainage. There are other Scottish Campuses based at Galashiels and in Orkney. The University also has other Campuses located in Dubai and Malaysia.
How to Apply
Applications can be submitted up to midnight (UK time) on 12th January 2024.
Please submit via the Heriot-Watt on-line recruitment system (1) Cover letter describing your interest and suitability for the post; (2) Full CV. Any questions about the role, please contact Hannah Hendry - Recruitment Operations Lead (h.hendry@hw.ac.uk).
At Heriot Watt we are passionate about our values and look to them to connect our people globally and to help us collaborate and celebrate our success through working together. Our research programmes can deliver real world impact which is achieved through the diversity of our international community and the recognition of creative talent that connects our global team.
Our flourishing community will give you the freedom to challenge and to bring your enterprising mind and to help our partners with solutions that can be applied now and in the future. Join us and Heriot Watt will provide you with a platform to thrive and work in a way that also helps you live your life in balance with well-being and inclusiveness at the heart of our global community.
Heriot-Watt University is committed to securing equality of opportunity in employment and to the creation of an environment in which individuals are selected, trained, promoted, appraised and otherwise treated on the sole basis of their relevant merits and abilities. Equality and diversity are all about maximising potential and creating a culture of inclusion for all.
Heriot-Watt University values diversity across our University community and welcomes applications from all sectors of society, particularly from underrepresented groups.
We welcome and will consider flexible working patterns e.g. part-time working and job share options.
Use our total rewards calculator: https://www.hw.ac.uk/about/work/total-rewards-calculator.htm to see the value of benefits provided by Heriot-Watt University.
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