Manager of Properties and Administration

2 months ago

Port Alberni, Canada Port Alberni Port Authority Full time

***

The Manager of Properties and Administration is responsible for overseeing the administration and management of property-related functions, including leases, licences, mapping systems, lease expiries and renewals, insurance certificates, and liaising with external stakeholders. This role requires strategic oversight, strong organizational skills, and the ability to manage multiple tasks while ensuring compliance with legal and regulatory requirements.

The Manager of Administration and Properties, in conjunction with the President and CEO, is responsible for the management of the Human Resources department.

As a representative of the Port Authority, the Manager of Properties and Administration must act and advocate in the best interests of the organization.

**ORGANIZATION**

This position reports to the President & CEO.

**ACCOUNTABILITIES**

**3.1 **Safety**
- The Manager of Properties and Administration will maintain safe working conditions as stated in the Port Authority’s Policy Manual.

**3.2 **Management of Properties**
- Manage internal mapping systems to monitor property inventory, track leases and licenses of occupation, and ensure accurate records of lease expiries and renewals. Responsibilities include monitoring and updating insurance certificates for compliance, coordinating with the BC Assessment Authority regarding new and expired leases, and maintaining effective communication to ensure timely renewals and adherence to contractual obligations.
- Ensures accurate property records are properly maintained in the department using corporate filing and property management systems (tenure documents, property plans/legal surveys, maps, plans, correspondence, etc.).
- Prepares draft lease and license of occupation documentation and is the liaison with legal counsel regarding properties.
- The Manager of Properties and Administration provides assistance to the President & CEO in interviewing and negotiating with new tenants for Port Authority facilities.
- Meets and communicates with lessees and representatives from government agencies, such as the B.C. Assessment Authority, City of Port Alberni, Ministry of Forests, Lands and Natural Resource Operations, Ministry of Transport, Regional District Alberni Clayoquot, Transport Canada, and the general public on property related issues.
- Conducts background research, administers correspondence, and participates in negotiations on property acquisitions, land exchanges, bankruptcies, property disposals, and other matters relating to real estate holdings.
- The Manager of Properties and Administration represents the Port, as requested by Port management, at meetings, events and conferences

**3.3 **Customer Relations and Business Development**
- Consistently maintains and develops positive relationships with customers and leaseholders.
- Liaises with federal, provincial and municipal officials and agencies; as well as First Nations, tenants, harbour users, and all other individuals or groups who have an interest in operations of the Port, its facilities or areas under Port’s jurisdiction.
- Provide support in the planning, coordination, and evaluation of the Port’s special events.
- Conducts research in a broad spectrum of industry, tourism, small business, retail, marine transportation and any other business planning and development to facilitate growth for all departments.
- The Manager of Properties and Administration advertises, promotes and assists in the commercial development of the Port Authority vacant properties, lands or greenfield sites; as well as apprises industry at large of available commercial opportunities within the Port’s jurisdiction.

**3.4 **Insurance and Risk Management**
- Ensures all Port Authority assets, including vehicles and facilities, as well as liability exposures, are effectively covered by insurance policies at a reasonable cost and organizes procurement of all insurances for business operations.
- Consults with brokers as required regarding insurance provisions of contractual agreements, property documents, etc. with third parties of Port Authority insurance provisions and/or liaise with brokers/insurers regarding damage and insurance claims.

**3.5 **Legal Liaison**
- In consultation with Port lawyers’ drafts miscellaneous legal agreements such as leases, licenses of occupation, memorandums of understanding, concession agreements and service group agreements and chronicles and investigates claims with legal counsel’s direction.
- Acts as a liaison between the Port and governmental authorities with respect to property matters.

**3.6 **Human Resources Duties**
- Drafts job descriptions for new positions and works with managers to update all job descriptions to ensure they are current; maintains and updates the job description database
- Provides general orientation to new staff with respect to onboarding documentation and office procedures; obtains required signatures, such as TD1 and computer access and

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