Please note this vacancy is only open to current University of Glasgow employees.

Job Purpose

The purpose of this role is to undertake the effective and efficient operational management of the University’s leased estate, land and assets. The role will ensure all property and portfolio management is delivered in alignment with best practice and provide proactive, professional and customer focused advice to the University on all property related matters and how the leased estate can be utilised as a strategic asset that furthers the University’s strategic ambitions.

The role will support the Senior Commercial Property Manager, contributing to the University's objective of pro-active estate management and will require the postholder undertake transactional and other development activities required for effective portfolio management.

Main Duties and Responsibilities

1. Provide a proactive and professional property management service across the Estate, supporting the Senior Commercial Property Manager on the operational management of the portfolio in both tenant and landlord capacities.

2. Provide strategic property advice and review, prepare and manage (through to completion) all strategically important property searches, licences, title disputes and queries, acquisitions, disposals and lease transactions, including rent reviews, lease renewals, re-gears, assignations and terminations.

3. Manage the ‘march-in and march-out’ process for leasing and letting, ensuring that condition is documented, and any dilapidations claims are managed to protect the University’s position.

4. Engage proactively with clients, landlords, and tenants to address enquiries and ensure compliance with all contractual obligations. This includes conducting regular inspections and implementing robust property maintenance and management strategies.

5. Support the Senior Commercial Property Manager on the development and delivery of the Joint Venture Strategy.

6. Build, manage and maintain relationships with all key stakeholders, including colleagues, landlords, managing agents, tenants, legal advisors, Glasgow City Council, the local community and consultants.

7. Liaise with internal stakeholders and external consultants appointed by the University to manage the University’s mobile telecoms estate.

8. Liaise with internal stakeholders and external consultants appointed by the University to manage the University’s mobile telecoms estate.

9. Provide advice and support to aid the implementation of the University’s Innovation Strategy to encourage the development of start-up, incubator and spin-off space for the University, delivering appropriate policy and protocol documents to ensure effective management of assets, data capture and rent recovery.

10. Prepare business cases for property opportunities and issues, ensuring that all property transactions are undertaken in accordance with the University’s governance processes.

11. Undertake project development activities associated with the delivery of an efficient leased portfolio.

12. Ensure the asset and property database is maintained with accurate and comprehensive data. Proactively identify opportunities to improve data and information management systems, processes, policy and procedures.

13. Ensure the proactive financial management of the leased estate, including identifying opportunities to recover costs from tenants via service charge or direct charge, and mitigate risks associated with rent arrears and other financial issues, including quarterly review meetings to ensure that data held by the Finance team is accurate and reflects current lease obligations, supporting the budget process with regards the commercial property portfolio.

14. Liaise with Finance and Procurement teams to ensure that all suppliers are correctly set up, approved and meet the University’s terms and conditions.

15. Implement best practice and appointment/management of external consultants and advisors, as required to lead statutory valuations, ensure compliance with legislations and maximise revenue generation and minimise financial exposure e.g. telecoms, business rates, service charge etc.

16. Engage in continuous professional development activities as appropriate and necessary for professional status/charter, and support others in the team to enhance skills, capacity and capability in commercial property management.

Knowledge, Qualifications, Skills and Experience

Knowledge/Qualifications

Essential:

A1 Either: Ability to demonstrate the necessary competencies required to undertake the duties associated with this level of post having acquired the necessary professional knowledge and management skills in a similar or number of different specialist roles. Or: Degree qualification with a relevant postgraduate qualification or equivalent, including being professionally qualified in a relevant discipline, e.g. Chartered Surveyor (MRICS), or Scottish Credit and Qualification Framework Level 9, 10, or 11 (Ordinary/Honours Degree, Post Graduate Qualification), or equivalent.

A2 Knowledge of property management, procedures and methodology.

A3 Knowledge of Scottish property law, statutory requirements relating to the occupation and use of property and heritable interest.

A4 Good knowledge of financial management, processes and systems.

Desirable:

B1 Knowledge of University Policy and Procedures.

B2 Knowledge of development and early project briefing.

Skills

Essential:

C1 Strong organisational skills developed and an ability to adopt an ordered, systematic and thorough approach to work tasks, record keeping and database management.

C2 Strong time management skills with an ability to prioritise competing demands and multiple projects.

C3 Numerate and analytical with the ability to interpret, present and write property and estate management reports capable of being understood by a wide range of people in a clear and comprehensible manner.

C4 Highly developed presentational, communication and interpersonal skills with the ability to work effectively with and influence multiple stakeholders.

C5 Ability to work independently and as part of a team.

C6 Experience of delivering a customer-focused approach.

C7 Analytical skills with ability to use judgement to identify actionable solutions to problems.

C8 Highly organised with excellent project planning skills.

C9 Self-sufficient in the use of IT software, such as Microsoft Office products.

Desirable:

D1 Property management skills developed in a mixed portfolio context.

Experience

Essential:

E1 Ability to demonstrate relevant work experience in a professional or managerial capacity.

E2 Experience of a fast moving, property experience.

E3 Experience of building and maintaining relationships with stakeholders.

E4 Experience of proficiently using relevant IT systems.

E5 Experience of financial management, budgeting and forecasting.

Desirable:

F1 Experience and understanding of property projects and development.

F2 Experience of building good working relationships with a cross section of colleagues.

Terms and Conditions

Salary will be Grade 8, £49,559 - £57,422 per annum.

This post is full time (35 hours p/w) and open ended. Relocation assistance will be provided where appropriate.

Closing date: 1 June 2025