Job Description

Designation : Manager- Building & Properties (Code- DPM 03-9)

Job Description / Responsibilities:

	SEQ NO:1490000275            POS. NO. DPM 03-9
DEPARTMENT PERSONNEL MANAGEMENT	DESIGNATION/CLASSIFICATION MANAGER BUILDING & PROPERTIES GRADE 16
OFFICE/AGENCY POLICY & REFORMS WING	LOCAL DESIGNATION MANAGER BUILDING & PROPERTIES, PSH
DIVISION PUBLIC SERVICE INSTITUTIONAL HOUSING	HIGHEST SUBORDINATE      POS. NO. HOUSING OFFICER, GRADE 14, DPM 03-10 TRADESMAN CARPENTRE/JONERY, GRADE 13, DPM 03-11 ELECTRICIAN, GRADE 13, DPM 03-12 PLUMBER, GRADE 13, DPM 03-13 ARTISAN, GRADE 13, DPM 03-14
BRANCH BUILDING & PROPERTIES	IMMEDIATE SUPERVISOR EXECUTIVE MANAGER, PUBLIC SERVICE HOUSING, GRADE 18
SECTION	LOCATION CENTRAL GOVERNMENT OFFICE, WAIGANI

HISTORY OF POSITION

DPM FILE NO.	DATE OF VARIATION	DETAILS
Impl:	4/11/2014	Created.
	6/4/2016	Reviewed
	02/07/2019	Transferred from OGAPSH – PSIH, Reclass from Grade 15 to Grade 16, Redes, Revised JD, Reno
Org: 1/2025	Structure Approved Date:27th March 2025	Transfer from CA&CB Division,Reclass

1.PURPOSE

• Accountable and Reporting to the Executive Manager PS Housing for the efficient and effective management of government owned building like the Central Government Office building and DPM residential units, including other government owned office building and liaising with building owners, contractors, security providers, service companies and DPM staff.
• Ensure proactive management of preventive, reaction, routine, emergency and reactive maintenance of the portfolio of the DPM owned and managed properties.
• Ensure in control of the overall management and operation of the DPM residential property and CGO building, balancing tenant needs with property maintenance and administrative tasks and reporting to the committees and DPM management on scheduled meetings in an effective, efficient and timely manner.
• To lead and manage the provision of high quality, responsive housing and office service that delivers and focuses on positive tenant outcomes and satisfaction, meeting the needs and aspirations of the tenants.
• Develop and drive a performance culture with the focus on continuous improvement, accountability and personal responsibility.
• Lead, manage and motivate teams to achieve excellence in all activities.

2.ACCOUNTABILITIES

• Support and provide advise to the Executive Manager in planning and executing operational strategies to achieve DPM’s objectives in the provision and management of the Department’s office building and residential units.
• Provide strong and quality leadership, effective and proactive management, operational and tactical support to the Building and Property Branch
• Assist the Executive Manager determine, formulate and develop appropriate facilities management, building management, contractor management and other building and facilities related policies and processes and procedures and implement across the properties. 
• Develop and implement building, facilities (maintenance, procurement and safety policies and procedures to improve the overall efficiency or maintenance management of the properties.
• Provide proactive, quality and timely responses to reactive maintenance, requests, routine maintenance request, emergency maintenance requests from tenants or occupiers of all DPM owned and run properties   
• Contribute to the Department MAP and Corporate plan reviews, Division and branch workplans, Division’s Annual Report, quarterly reports and annual recurrent budget and PIP budget if required, staff 2 x periodic appraisal based on performance against work plan’s branch and division and training plan annually.
• Contribute to the quarterly reports, on performance of maintenance of properties.
• Personnel Protective to be worn with safety rules to be observed at all times at the plumbing work sites ensuring zero percent (0%) injury and work lose time

3.MAJOR DUTIES

• Implement stringent workplace health, safety and occupancy accordingly to General Orders 18 on site at the property portfolio
• Implement annual work plan for the Branch and Division. Plan weekly work plan and delegated routine tasks to the Building & Property team and sign off completed job sheets.
• Implement and administer property management activities by conducting periodic inspections and ensure compliance of Building standards, cleanliness and health and safety standards are maintained.
• Assist in the roll out plan of property management tools kit throughout the Public Service to agencies.
• Obtaining material and service provider’s quotations and raising requisitions of materials and for works to be carried as by tenants required and works identified          during monthly inspections provides as and when needed.
• Supervise third party or external contractors including the carpenter, electrician          and trade assistant during implementation of maintenance requests and projects and sign off on all jobs. 
• Ensure monthly reports on rental records are produced and presented at the quarter committee meetings
• Ensure the purchase, delivery, maintenance of white goods and brown goods for tenants and take inventories of items issued and ensure all items are in good working condition.
• Conduct physical monthly routine inspections to confirm both properties are in good condition or require maintenance of units including white or brown good and office furniture, grounds and landscape of the premises.
• Sign off on all job sheets after inspection of tasked completed by trade personnel and housing officer.
• Conduct regular checks on domestic waste to ensure that the wastes are collected by NCDC and the contract cleaner as and when required.
• Liaise with contractors and suppliers on property related matters and report progress to Executive Manager – Public Service Housing on a regular basis.
• Schedule, monitor and supervise the maintenance of all property inventories and provide feedback to management on a regular basis.
• Present periodic briefs, reports, Annual Reports and Financial Report for the Executive Manager Public Service Housing.
• Assist in maintenance coordination by Oversee or assist with coordinating repairs and regular maintenance are carried technical team (electrician, plumber, carpenter/joinery) and monitor project progress to ensure deadlines are met. By the ensuring the property remains in good condition and that tenant issues are promptly addressed.
• Assist in managing tenant inquiries, complaints, and requests to ensure high satisfaction and retention rates. This includes addressing issues promptly and maintaining open communication with residents.
• Help prepare leasing documents, conduct property tours, screen applicants, and execute lease signing processes. This ensures that all leasing activities are conducted smoothly and efficiently.  
• Assist with preparing financial reports for property owners, including budgeting, expense tracking, and profit and loss statements. This helps in maintaining the financial health of the property.
• Coordinate tenant schedules, work orders, conflicts between tenants, landscaping and other general administrative tasks.
• Handling all communications with potential and current tenants and ensuring that the property is compliant with local, state and federal regulations
• Perform various administrative tasks such as answering phones, managing correspondence and emails, and maintaining tenant and property records. This support is vital for the smooth operation of property management.  
• Monthly scheduled inspection to be conduct regular to identify risks or hazards are quickly addressed and maintained at zero percent (0%) and report furnish at the end of each month.
• Ensure the genet fuel is replenish and the genset are properly maintained yearly in liaise with Department of Finance that payments are made in a timely manner.
• Ensure payment with Department of Finance are made in a timely manner for electricity, water and sewage, and NCDC rates.
• Provide support after hour when required in emergency and other related shut downs
• Any other tasks as directed by the Executive Manager or senior Management of DPM .
• Conduct and execute eviction of tenants on management directives, employment cessation, long study leaves and accusation of demerit points.
• Ensure the implementation of the three tenants’ agreement for the residential and effective management of the property reforms and demerit systems.
• Ensure timely cessation to tenancy expiration and renewal of tenancy based on tenancy agreement and commitment decision
• Ensure service level agreement are in place for the CGO building and Devon Lodge  

 

4.REPORTING AND WORK RELATIONSHIP

4.1.Internal

• Report to the Executive Manager PS Housing
• Report to the Housing Accommodation Committee of DPM
• Liaison with DPM Executive Management Team (EMT)
• Liaison with OIC Security
• Liaison with PS Housing Division Team
• Liaison with tenants of CGO and Devon Lodge 
• Laison with Representative of Agencies accommodated in CGO building
• Liaison with other tradesman personnel internal and external 

4.2.External

• Liaison and negotiate Builders and Contractors
• Liaison with Building service providers
• Liaison and negotiate with Hardware Suppliers of products for both buildings
• Liaison with NCDC
• Liaison with Department of Finance
• Liaison with PNG Power
• Liaison with Water PNG 
• Liaison with Department of Works
• Liaison with Central Supply Tenders Board
• Liaison with Department of Lands & Physical Planning
• Liaison with Office of the State Solicitors
• Laison with the Government agencies providing Institutional Housing for staff
• Liaison and negotiate with Fuel Suppliers

5.PERSON AND POSITION SPECIFICATIONS

5.1.Educational Qualification	Minimum Diploma in Real Estate Management  Prefer Degree in Property Management, or related field such Building or Architect
5.2.Work Experience	At least 5 years experiences, prefer 10 years experiences in building administration (finance, budget, tenancy management etc) in extensive experience in contemporary maintenance and project management in the Real Estate industry in property management, business administration aspects of property management. with lease agreements and lease term negotiation, effective tenant recruitment and retention and oversight of financial processes in execution of necessary protocols for tenant default in the use of Building (Energy) Management System (BMS) and other building management related software, CCTV surveillance monitoring of the buildings Demonstrated experience in computer assisted maintenance system (CAMMS), enterprise Asset management system.
5.3.Knowledge	Sound knowledge of Project Management Sound knowledge of Risk management Demonstrated knowledge of general building and facilities management working knowledge of the industry standards and regulations Demonstrated knowledge of planning and organization, buildings, facilities management, maintenance and services design principles.   Relevant field and extensive experience working in a property management organization. Ambitious, energetic and motivated individual and Must have a solution focused attitude. A team player with excellent attention to detail. Public Services (Management) Act Building Act Land Acts, Physical Planning Act, Survey Act & Valuation Act NCDC Land Tax Act  Public Finance (Management) Act Public Service General Orders All relevant Public Service systems, process and procedures
5.4.Skills	Excellent leadership and communication skills, both verbal and written Strong organizational and time management skills with the ability to prioritize work Attention to detail and problem solving  Excellent interpersonal and conflict resolution skills Computer literate with knowledge of MS Office, MS Excel, MS PowerPoint and email with ability to plan and schedule maintenance, write reports and produce presentation Excellent time management and problem-solving skills Ability to read and interpret as built technical drawing Solid understanding of property management best practices as par with global standards. Ability to work without supervision
Personal Qualities (Values)	Customer/tenant focus Teamwork Multi-tasking Proactive and creative Honest, respect and Commitment to work for DPM as a central agency and support work values and principles Must be supportive, proactive, high performing, competent, must be willing to share information and work after hours, over weekends, on public holidays and shutdowns

 

Job Type:

Full Time

Language Requirements:

English

Salary(per annum):

K56172.00

Job Location:

Waigani

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