Job offer: Property Officer

OrganisationPost and Telecommunications DepartmentReferenceVAC-51945Contract TypeFull-TimeIndustriesReal EstateLocationKingstonSalary & Benefits$2,803,771 € $3,770,761 per annumDate Posted06/09/2024Expiry Date24/09/2024The Property Officer manages property services, including licenses, leases, and rentals, ensures compliance with regulations, oversees title transfers, and handles pest control, waste management, and building support services.

 

Job Purpose

Under the direct supervision of the Property Manager (GMG/SEG 3), the Property Officer, will ensure that all property services related to licences, leases, rental, and an updated property registry are in accordance with industry regulations and the Department’s established policies and procedures. Additionally, the incumbent ensures that all properties vested with the Postmaster General being transferred have registered titles to generate for ease of business. The officer also manages pest control, waste management and other critical building and property support services. 

 

Key Responsibilities

Management/Administrative: 

• Collaborates with Supervisor to prepare, sign and submit Individual Work Plans; 
• Prepares and submits to Property Manager status report on activities of the Branch in keeping with Operational Plan and Work Plan; 
• Assists with the development and implementation of the Corporate/Operational Plan for the Branch; 
• Assists with the review of systems and procedures for the effective operation of the Branch; 
• Collates and produces comprehensive reports on the performance of the Section; 
• Assists with the implementation of safety and environment management plans; 
• Assists in developing and maintaining records for the building and maintenance management of facilities and properties under the purview of the Department; 
• Contributes to the formulation of the Department’s Disaster Recovery Plan regarding furniture, equipment and other paraphernalia. 

Technical/Professional: 

• Liaises with the National Land Agency and parent Ministry on the valuation and rental/leases of properties in the possession or care of the Post and Telecommunications Department (PTD); 
• Follows-up on valuation reports from private realtors/valuators; 
• Establishes and maintains an accurate and updated property register of all government owned properties in the possession or care of the PTD and all privately owned properties rented to PTD; 
• Establishes and maintains an accurate and updated landlord, tenant and licensee register of all persons with whom the Department has entered into an agreement as landlord or tenant, or to whom licences have been granted; 
• Creates and maintains an updated, accurate and organized records/filing system in respect of each landlord, tenant and licensee; including where applicable; a completed and signed application form; 
• Prepares and dispatches accurate monthly invoices to each tenant/licensee in respect of rent, utilities and or other fees; 
• Monitors and maintains an accurate, current record of the payment of rent , license fees and utilities and all other fees in respect of each property; 
• Monitors compliance with the terms and dates of expiration of each lease/license in accordance with the Property Administration and Management Policy of the Department;
• Prepares and submits a quarterly listing of all tenants and licensees who are in default of their obligation to pay rent, licence fees and or other obligations; 
• Prepares and updates periodically in collaboration with the Superintendent and Senior Property Repairs and Maintenance Officers a comprehensive list of all properties in need of repairs and upgrades to inform the Work Plan of the Branch; prepares and submits bi annual reports of the state of the properties; 
• Receives concerns and inquiries from occupants of the Department owned, rented or leased and submits to the Facilities/Property Maintenance Manager for appropriate action;
• Obtains and compiles requests from Regional Managers, Branch Managers and Senior Property Repairs and Maintenance Officers for minor plumbing, electrical, carpentry and grill repairs to facilities, properties and Post Offices island wide; 
• Communicates to managers approval granted for work to be undertaken by contractors and submits bills with accompanying documentation to the Finance and Accounts Division for payment; 
• Maintains contact with the Jamaica Public Service Company (JPS), National Water Commissions (NWC), and Flow Jamaica Ltd. For the provision of new services and the maintenance and improvement of existing services for the Corporate Offices and Post Offices island wide; 
• Liaises with the Rent Assessment Board and Senior Legal Officer (PTD), for interpretations and application of the provision of legislation, policies and guidelines on property rental and lease agreement. 

 

Required Knowledge, Skills and Competencies

Core 

• Good Customer and Quality Focus 
• Good Written and Oral Communication 
• Good Interpersonal Skills 
• Takes Initiative 
• Integrity 
• Good Problem Solving and Decision Making skills 
• Adaptability 
• Teamwork and Cooperation 
• Goal/Result Oriented 
• Compliance 

Technical Professional 

• Good Use of Technology 
• Good Change Management 
• Methodical 
• Good Planning and Organizing Skills 
• Analytical Thinking 
• Managing External Relationships 
• Financial and Business Acumen 
• Managing The Client Interface 
• Good Technical Skills 

Knowledge of: 

• Property maintenance and administration. 
• Real Estate Act and Procurement guidelines. 
• Rental Accounting. 
• The Laws of Real Property. 
• Facilities planning, processes and practices. 
• The preparation of bidding documentation for procurement. 
• Collecting and analyzing data for maintenance purposes. 
• Contract negotiations and drafting. 
• Current property management practices. 
• Microsoft Office Suite or relevant computer applications. 

 

Minimum Required Qualification and Experience

• First Degree in Management Studies, Business Administration, Public Administration or related discipline from a recognized tertiary institution; plus 
• A minimum of two (2) years working experience in a related field. 
• Training in Estate or Property Management is an asset. 

 

Special Conditions Associated with the Job:

• May be required to work beyond and outside of normal working hours in emergencies or to meet project deadlines.

 

 

Please note that only shortlisted applicants will be contacted.