Portfolio Real Estate Manager

Position Title:

Portfolio Real Estate Manager

Division:

Real Estate

Department:

Realty Optimization and Asset Management

ReportsTo:

Director, Asset Management

Position Purpose

To provide leadership and real estate expertise in the development and implementation of asset management, capital investment, and budget and financial management programs and initiatives, for an assigned area of the portfolio. Accountable for the implementation of cost effective and sustainable facility management solutions through service provider oversight and leadership. Accountable for fostering and promoting strong relationships with internal/external stakeholders to develop the best use of government assets.

Key Function and Responsibilities

1. Proactively plan, manage and approve all asset activities for all leased and owned assets in the assigned region.

  • Complete comprehensive, integrated, asset management plans for each Real Estate asset in the assigned area. For each plan, identify opportunities/limitations/risks for the Province's building and land assets and identify the highest level of delivery of related services to ensure optimization and cost effective real estate strategies of the Provinces' infrastructure. Ensure each plan remains up to date. 
  • Conduct the appropriate needs assessment, oversee the development and implementation of the Regional Asset Management Program and collaborate with stakeholders to develop long term strategies and plans for government leased/owned buildings and lands.  Address emerging priorities, ensuring compliance with master planning objectives/goals and alignment with corporate business strategies.
  • Provide management of the Provinces' owned/leased building and land assets through service provider oversight of processes, opportunities, and approvals of programs and plans for the effective and efficient operation of the infrastructure and space.
  • Act as a key stakeholder and decision maker for the management of rentable square feet of diverse government assets including:  courthouses, adult and youth detention centers, laboratories, office buildings and land on behalf for the Province of Ontario.

 

2. Provide scrutiny, direction and approval for capital repair projects and programs to ensure alignment with Asset Plans, rationalization, optimization and risk mitigation within regional portfolios.

  • Act as a key stakeholder in the development of projects and capital plans to regenerate building assets; develop programs to support ongoing major, repair and renovation projects, including standards to sustain and extend the life of assets; ensure capital plans and projects align with Asset Plans corporate directions, leverage resources and the ongoing operability/functionality/viability of building systems.
  • Approve the developed capital programs and forecasts through Base Building Assessment audits and capital planning initiatives, for input into budget and business plan development, policies and procedures.

 

 

3. Analyze, interpret and approve financial reforecasts and budget expenses projected for the General Real Estate Portfolio (GREP).

  • Document trends and overall portfolio performance, enabling Asset Management and Corporate IO to make informed business decisions resulting in a fiscally responsible approach to Asset Management.
  • Plan, review and approve the final budgeting and reforecasting expenses for the operation and maintenance activities within the regional portfolios and land assets to make certain ongoing efficiencies and improvements are realized.
  • Act as key stakeholder in the development, updating, monitoring, and approving of all maintenance and repair projects, building improvements, retrofits, mechanical upgrades, and maintenance programs, for both the operational and capital program budgets.
  • Support the leasing process and resulting agreements within the delegation of authority by providing property knowledge, oversight and direction to stakeholders.

 

4. Accountable for the implementation of cost effective, sustainable, facility management services, through service provider oversight.

  • Provide leadership to the applicable business units within IO to ensure that all asset and land holdings are maintained in a cost effective and efficient manner through the Service Provider's adherence to the government policies, guidelines and legislative requirements and the Master Service Agreement.
  • Provide direction for effective and innovative program delivery methodologies to meet facility maintenance and operations objectives.
  • Responsible for overseeing the financial monitoring of the service providers contracted services for government buildings and lands; develop and implement internal review processes and templates to ensure that services meet targets and standards; oversee contracted services and associated programs, and the implementation of related policies, procedures and standards.
  • Act as the asset management subject matter expert on all property and land management work-streams, participating in the development and implementation of quality assurance activities and key performance indicators used to monitor program and service provider effectiveness in support of continuous improvement initiatives.
  • Accountable for ensuring that the service provider has met all regulatory compliance requirements, including those associated with health, safety, security and environment.

 

5. Provide leadership and direction to the various project delivery teams and act as their final point of escalation and approval for project related issues.

  • Review and approve the project charter for all capital repair projects and Ministry leasehold improvements, in collaboration with project stakeholders.
  • Participate in project studies; provide guidance and final approval on the recommended solution(s) that need to be implemented to maintain the best and most effective use of the asset.
  • Provide expert real estate intelligence, including, but not limited to: future plans and uses of the government assets and lands, regional community intelligence, and other unique building /occupant characteristics, all of which are imperative to ensure the successful delivery of the projects.
  • Act as the delegated authority for the final approval of all project justifications, Emergency Repair Requests, and small/large work projects; this also includes approving the detailed scope, the timing implementation strategy of the initiative, and the associated budget.

 

6. Foster strong relationships between internal/external stakeholders through mediating disputes, strategic positioning, proactive and experienced relationship management and the application of expert industry knowledge.

  • Liaise, foster and maintain positive, strong and lasting relationships, with internal staff, external contacts, government and non-government agencies, and the public at large to meet divisional business objectives.
  • Liaise and collaborate directly with the Ministry of Infrastructure, Corporate IO and its Senior Management Teams, Communications, and other stakeholders, to develop asset strategies and risk mitigation measures to manage political and media inquiries.
  • Proactively develop relationships with ministries and tenant stakeholders to fully comprehend their business needs and strategies, ensuring service delivery requirements are properly aligned to support their program needs.
  • Provide leadership and direction to Service Integration, support personnel, sharing skills, knowledge and expertise.

 

7. Provide immediate assistance and expert regional knowledge in challenging/emergency circumstances.  Ensure Ministry mandates are met and impacts to their associated programs limited.

  • Guide, direct and facilitate all escalations, requirements and needs, as they relate to the Service Provider and tenants challenges and issues.
  • Approve and direct the implementation of service delivery changes and improvements to satisfy Ministry and tenant demands by providing concise, effective and efficient services. Provide leadership, through decision-making and issue resolution, by authoring comprehensive briefing notes for the executive team and elected political officials.
  • Act as a subject matter expert and provide leadership during critical incidents such as equipment failures, fires, flooding, etc. as they arise. 

Qualifications

Education and Knowledge

  • Successful completion of a Degree in Real Estate, Business Administration, Engineering, Planning or related field or approved equivalent combination of education and experience.
  • Designation recognized by REIC, IFMA or BOMA (ex. CPM, CFM, RPA, etc.) is an asset.
  • Project Management Professional (PMP) is an asset.
  • Sound knowledge of accommodation planning, infrastructure and asset management issues, trends and solutions within public and/or private sectors.
  • Knowledge and experience developing and implementing Real Estate Asset Plans and designing change management processes that are both efficient and cost-effective.
  • General understanding of relevant Legislation, Standards, Acts and Regulations, as they relate to facilities management.
  • Comprehensive knowledge of facilities

Experience

  • Minimum of seven (7) years in a large multi-divisional organization with complex and multifaceted real estate portfolios; demonstrated experience in property/real estate management and planning, and infrastructure management activities.
  • Experience in managing diverse teams to resolve short and long term challenges.
  • Experience in writing asset plans and reviewing operational and technical reports/studies.
  • Experience with outsourcing models for property and project management.

Skills and Personal Attributes

  • Demonstrated abilities in customer service and relationship management, communication, initiative/self-management, accountability, and flexibility/adaptability
  • Ability to operate in a results/achievement mindset.
  • Ability to demonstrate leadership in a financial management and business planning capacity.
  • Capable of making decisions and exercising sound judgement in a sensitive environment.
  • Well-developed negotiating and influencing skills to resolve any issues and challenges.
  • Ability to work effectively in a team environment.
  • Ability to identify problems, analyze and interpret data, and make recommendations from the results of studies.
  • Strong report writing, research, analytical and project management skills to meet program objectives and work to tight deadlines.
  • Proficient in the Microsoft Suite Office Suite, VFA or other Asset Management Systems